Job summary
Overview
To provide a comprehensive administrative/secretarial service to the Consultant Psychiatrist and supporting medical / HTT team. The postholder will be expected to manage their own workload with the Consultant and team and co-ordinate activities to ensure that an efficient service is provided in such a way as to make a direct and positive contribution to the organisation of the work.
It is essential that the post-holder should exercise initiative commensurate with the role of a Medical Secretary.
The post-holder will be flexible and use their own initiative to organise their workload, dependent upon the priorities and requirements at that time. Sensitivity to people with mental health needs is essential within this role.
As this role involves working across a clinical team with a need to have direct contact, it is unsuitable for agile working and must be conducted at the designated base.
Main duties of the job
Main Duties
o Provision of a full secretarial service to Consultant and supporting medical team which includes typing letters, psychiatric reports, non-clinical typing and recording minutes of meetings.
o To carry out general administrative duties for the Consultant and his/her supporting medical team to include information gathering and circulating correspondence. Dealing with internal and external mail (paper and electronic), managing this communication by responding to routine matters not requiring the urgent attention of the Consultant and ensuring timely dissemination. Filing, scanning and photocopying documents.
o Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the situation or referring to the appropriate person.
o Full duties of the role are outlined in the Job Description are not exhaustive but are given as an overall picture of the role. Other duties within the general scope of the post may be required from time to time.
The duties of the post and job description can be reviewed through the agreed process.
About us
Standards of Business ConductThe post holder will be required to comply with the organisations standing order and standing financial instructions and at all times, deal honestly with the organisation with colleagues and all those who have dealing with the organisation including patients, relative and suppliers. The post holder must ensure that their behaviour and interests inside and outside work do not conflict with their Trust position, duties and/or responsibilities. The post holder must comply with and support the development of the performance standards within the service/department to ensure the service is responsive to and meets the needs of its customers. The post holder will be required to develop and maintain good working relationships with all patients, service users, staff, contractors and where appropriate, members of the public. The Trust aims to maintain the good will and confidence of its own staff, patients, service users, NHS contractors and the general public. To assist in achieving this objective it is essential that at all times, the post holder carries out their duties in a courteous, sympathetic and professional manager. All post holders who are members of a professional body must comply with standards of professional practice / conduct. It is the post holders' responsibilities to ensure they are both familiar with and adhere to these requirements and maintain their professional membership to the relevant body.
Job description
Job responsibilities
Provision of full secretarial service to Consultant and his/her supporting medical team which includes typing letters, psychiatric reports, non-clinical typing and recording minutes of meetings. To carry out general administrative duties for the Consultant and his/her supporting medical team to include information gathering and circulating correspondence. Dealing with internal and external mail (paper and electronic), managing this communication by responding to routine matters not requiring the urgent attention of the Consultant and ensuring timely dissemination. Filing, faxing, scanning and photocopying documents. To deal with telephone enquiries (often from patients who are distressed) and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and tactful manner. Responsible for recording referrals, appointments and related information in a timely manner in accordance with the Data Quality Policy and supporting Data Quality Guidelines. To directly collate and input data on PARIS in relation to outpatient activity. To take additional referral information or clarify the nature of referrals by telephone and signpost to appropriate agencies, as required.AFC 04/07/17 JME-168-17 Medical Secretary Mental Health Band 4 Arrange urgent clinic appointments, ensuring all relevant departments are notified accordingly including Community Mental Health Teams and the Outpatient Department. Able to work unsupervised and manage own workload, exercising the highest standard of confidentiality using independent judgement and initiative, based on acquired knowledge and experience, demonstrating influence and composure when working under pressure and to strict deadlines. Ensure effective liaison between a range of staff, patients and relatives. To arrange community visits by Consultant, communicating with patients relatives to arrange personal interviews with Consultant and giving appropriate advice wherever possible. Ensure the prompt typing of discharge summaries, subsequent follow up appointment letters, reports and general correspondence within agreed standards. Maintain Consultants electronic diary, incorporating a bring forward system, ensuring that documentation is available prior to scheduled meetings. Timely filing to ensure that accurate copies of correspondence and investigative reports are filed in health records, which will include sorting investigation results and retrieving relevant health records. Chase results in cases of urgency. In conjunction with the Ward Administrators, to adhere to the clinical coding procedure in relation to inpatient activity and ECT treatments, ensuring speedy expedition of the process. Proactively receive visitors to the Outpatient Department, when necessary, dealing personally with matters where appropriate and demonstrating diplomacy in dealing with issues of a sensitive nature, re-routing enquiries if necessary. Contribute to organisation of changeover of junior doctors and responsibility for assisting with the maintenance of the on-call rota for Consultants and junior medical staff. To support data collection for the Outpatient Department and assist with reporting key performance indicators for the team. Monitoring of office equipment including reporting faulty technology; ensuring sufficient supplies of workplace sundries and stationery are available and ordering same via on-line and paper processes. Control and maintenance of health records (including archiving and culling) in accordance with the Trusts Records Management Policy and ensuring all are electronically tracked to the correct location within PARIS. Organising and maintaining an efficient and effective filing system. To actively participate in yearly Individual Performance Development Reviews with related quarterly appraisals, undertaking managerial supervision and ensuring completion of mandatory training. Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the situation or referring to the appropriate person. Liaison with the Trusts System Administration Department for rearranging clinic timeslots, setting up of new clinics, as the Consultant reorganises the clinics. Making any changes to clinics and informing patients where appropriate. Informing Consultant of any long waiting times for new patients; discussing and implementing any changes to the clinics to rectify any concerns in accordance with STEIS targets.
Assist in arranging conferences and training days inclusive of booking venues and catering as well as co-ordinating attendance. Assist in covering other Consultants and their supporting medical teams secretarial needs when demand is high, after prioritisation. To provide cover in the absence of other administrative staff due to sickness, training or annual leave. Co-operate fully in the introduction of new technology and of new methods of working, as appropriate to the work of a Medical Secretary, including self-development, to continuously update knowledge of new trends. Ensure up-to-date personal awareness and knowledge of Trust-wide issues and directives, applying the knowledge in the workplace, including attending appropriate departmental and Borough-wide meetings. Assisting, where necessary, to provide a short induction for new staff regarding local procedures, advising of various health & safety information, etc. Provide support with training any new staff, demonstrating duties to new starters where required. To accept the need to change practice and processes within the changing requirement of the services that may involve the development and transposition of new systems. To safeguard, at all times, privacy of information relating to both patients and staff alike, ensuring that an efficient, courteous service is offered to all service users and that confidentiality is strictly maintained To comply with all Trust policies and procedures and, in particular, not to do anything that endangers yourself or others. To ensure full compliance and ensure high standards are maintained in line with Trust policies and procedures. Any other duties commensurate with the post, as instructed by the Outpatient Manager.This job description is not exhaustive, but is intended to give an overall picture of the role. Other duties within the general scope of the post may be required from time to time. The duties of the post and job description can be reviewed through the agreed process.
Job description
Job responsibilities
Provision of full secretarial service to Consultant and his/her supporting medical team which includes typing letters, psychiatric reports, non-clinical typing and recording minutes of meetings. To carry out general administrative duties for the Consultant and his/her supporting medical team to include information gathering and circulating correspondence. Dealing with internal and external mail (paper and electronic), managing this communication by responding to routine matters not requiring the urgent attention of the Consultant and ensuring timely dissemination. Filing, faxing, scanning and photocopying documents. To deal with telephone enquiries (often from patients who are distressed) and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and tactful manner. Responsible for recording referrals, appointments and related information in a timely manner in accordance with the Data Quality Policy and supporting Data Quality Guidelines. To directly collate and input data on PARIS in relation to outpatient activity. To take additional referral information or clarify the nature of referrals by telephone and signpost to appropriate agencies, as required.AFC 04/07/17 JME-168-17 Medical Secretary Mental Health Band 4 Arrange urgent clinic appointments, ensuring all relevant departments are notified accordingly including Community Mental Health Teams and the Outpatient Department. Able to work unsupervised and manage own workload, exercising the highest standard of confidentiality using independent judgement and initiative, based on acquired knowledge and experience, demonstrating influence and composure when working under pressure and to strict deadlines. Ensure effective liaison between a range of staff, patients and relatives. To arrange community visits by Consultant, communicating with patients relatives to arrange personal interviews with Consultant and giving appropriate advice wherever possible. Ensure the prompt typing of discharge summaries, subsequent follow up appointment letters, reports and general correspondence within agreed standards. Maintain Consultants electronic diary, incorporating a bring forward system, ensuring that documentation is available prior to scheduled meetings. Timely filing to ensure that accurate copies of correspondence and investigative reports are filed in health records, which will include sorting investigation results and retrieving relevant health records. Chase results in cases of urgency. In conjunction with the Ward Administrators, to adhere to the clinical coding procedure in relation to inpatient activity and ECT treatments, ensuring speedy expedition of the process. Proactively receive visitors to the Outpatient Department, when necessary, dealing personally with matters where appropriate and demonstrating diplomacy in dealing with issues of a sensitive nature, re-routing enquiries if necessary. Contribute to organisation of changeover of junior doctors and responsibility for assisting with the maintenance of the on-call rota for Consultants and junior medical staff. To support data collection for the Outpatient Department and assist with reporting key performance indicators for the team. Monitoring of office equipment including reporting faulty technology; ensuring sufficient supplies of workplace sundries and stationery are available and ordering same via on-line and paper processes. Control and maintenance of health records (including archiving and culling) in accordance with the Trusts Records Management Policy and ensuring all are electronically tracked to the correct location within PARIS. Organising and maintaining an efficient and effective filing system. To actively participate in yearly Individual Performance Development Reviews with related quarterly appraisals, undertaking managerial supervision and ensuring completion of mandatory training. Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the situation or referring to the appropriate person. Liaison with the Trusts System Administration Department for rearranging clinic timeslots, setting up of new clinics, as the Consultant reorganises the clinics. Making any changes to clinics and informing patients where appropriate. Informing Consultant of any long waiting times for new patients; discussing and implementing any changes to the clinics to rectify any concerns in accordance with STEIS targets.
Assist in arranging conferences and training days inclusive of booking venues and catering as well as co-ordinating attendance. Assist in covering other Consultants and their supporting medical teams secretarial needs when demand is high, after prioritisation. To provide cover in the absence of other administrative staff due to sickness, training or annual leave. Co-operate fully in the introduction of new technology and of new methods of working, as appropriate to the work of a Medical Secretary, including self-development, to continuously update knowledge of new trends. Ensure up-to-date personal awareness and knowledge of Trust-wide issues and directives, applying the knowledge in the workplace, including attending appropriate departmental and Borough-wide meetings. Assisting, where necessary, to provide a short induction for new staff regarding local procedures, advising of various health & safety information, etc. Provide support with training any new staff, demonstrating duties to new starters where required. To accept the need to change practice and processes within the changing requirement of the services that may involve the development and transposition of new systems. To safeguard, at all times, privacy of information relating to both patients and staff alike, ensuring that an efficient, courteous service is offered to all service users and that confidentiality is strictly maintained To comply with all Trust policies and procedures and, in particular, not to do anything that endangers yourself or others. To ensure full compliance and ensure high standards are maintained in line with Trust policies and procedures. Any other duties commensurate with the post, as instructed by the Outpatient Manager.This job description is not exhaustive, but is intended to give an overall picture of the role. Other duties within the general scope of the post may be required from time to time. The duties of the post and job description can be reviewed through the agreed process.
Person Specification
Education and Training
Essential
- Educated to GCSE level or equivalent
- ECDL training or equivalent
- AMSPAR qualification or equivalent experience and knowledge of required terminology
- NVQ Level 4 qualification or equivalent experience/knowledge
Experience
Essential
- Previous NHS experience
- Previous experience in an administrative and supervisory role
- Experience of dealing with complex inquiries that require signposting to services or facilitation of a resolution
- Experience in managing and prioritising own workload effectively
- Experience of supervising staff
- Experiencing of liaising with a wide range of external agencies, e.g. Courts, Prisons
Desirable
- Experience of working in a similar clinical area
Knowledge
Essential
- Working knowledge of Paris or similar system
- Competent in the use of Microsoft Word, Excel and PowerPoint
skills and Abilities
Essential
- Excellent written and verbal communication skills
- Excellent IT skills
- Excellent interpersonal skills
- Excellent audio typing skills
- Ability to use own initiative but identify when to seek support
- Able to work to deadlines, demonstrating organisational skills
- Able to develop close working relationships with the clinical team and other agencies
- Ability to effectively communicate to staff, service users and carers in a tactful and diplomatic manner
- Ability to keep information in a confidential and secure manner
Desirable
- Problem solving skills
- Analytical approach
Work Related Circumstances
Essential
- Willing to undertake training required to carry out the job
- To work unsupervised, with supervision available
Person Specification
Education and Training
Essential
- Educated to GCSE level or equivalent
- ECDL training or equivalent
- AMSPAR qualification or equivalent experience and knowledge of required terminology
- NVQ Level 4 qualification or equivalent experience/knowledge
Experience
Essential
- Previous NHS experience
- Previous experience in an administrative and supervisory role
- Experience of dealing with complex inquiries that require signposting to services or facilitation of a resolution
- Experience in managing and prioritising own workload effectively
- Experience of supervising staff
- Experiencing of liaising with a wide range of external agencies, e.g. Courts, Prisons
Desirable
- Experience of working in a similar clinical area
Knowledge
Essential
- Working knowledge of Paris or similar system
- Competent in the use of Microsoft Word, Excel and PowerPoint
skills and Abilities
Essential
- Excellent written and verbal communication skills
- Excellent IT skills
- Excellent interpersonal skills
- Excellent audio typing skills
- Ability to use own initiative but identify when to seek support
- Able to work to deadlines, demonstrating organisational skills
- Able to develop close working relationships with the clinical team and other agencies
- Ability to effectively communicate to staff, service users and carers in a tactful and diplomatic manner
- Ability to keep information in a confidential and secure manner
Desirable
- Problem solving skills
- Analytical approach
Work Related Circumstances
Essential
- Willing to undertake training required to carry out the job
- To work unsupervised, with supervision available
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
