Job summary
Woodbank is a psychiatric intensive care unit for females aged 18 - 65. The unit provides support to women experiencing serious mental illness, such as psychosis and severe mood disorders.
The post holder will be responsible for the co-ordination of secretarial and administrative support for the unit. The post holder will be expected to manage their own workload with the Consultant and the supporting medical team and co-ordinate their activities to ensure that an efficient service is provided.
The post holder will be flexible and use their own initiative to organise their workload, dependent on priorities at that time.
Main duties of the job
Ableto work unsupervised and manage own workload, exercising
the highest standard of confidentiality using independent
judgementand initiative, based on acquired knowledge and
experience, demonstrating influence and composure when
working under pressure and to strict guidelines.
About us
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our#PennineCarePeopleand do everything we can to make sure we're a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
If you come and work for us we will offer a range of benefits and opportunities, including:
- Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
- Flexible working opportunities to support your work/life balance
- Access to Continued Professional Development
- Involvement in improvement and research activities
- Health and Wellbeing activities and access to an excellent staff wellbeing service
- Access to staff discounts across retail, leisure and travel
Job description
Job responsibilities
- To provide personal secretarial assistance to the Consultant Psychiatrist and their Medical team.
- 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 guidelines.
- To manage the diaries of the medical team members and to be responsible for planning and coordinating day to day activities by scheduling meetings, appointments and clinical commitments.
- To assist in managing and maintaining the departmental systems ensuring accuracy of all data that supports the delivery of clinical services.
- To link in and co-ordinate with other departments and organisations internally to represent PCFT, where appropriate.
- Organising assessments with the pathway team
- Prepare agendas, assemble meeting papers, take and type minutes of Best Interests meetings, CTM/CPA meetings, Safeguarding meetings and staff meetings as required, including follow up actions.
- To draft formal letters and papers on behalf of team members where appropriate.
- Audio-typing, copy typing and formatting of letters as appropriate ensuring timescales are met.
- Liaising with GPs, patients and their relatives, plus other relevant agencies, e.g. Social Services, Probation, Courts, Prisons, Police Departments, Solicitors etc.
- Dealing with telephone enquiries in a diplomatic and sensitive way, following these through with the appropriate member of staff in an appropriate and tactful manner.
- Control and maintenance of health records (including archiving) in accordance with the Trusts Records Management Policy and ensuring all are electronically tracked to the current location.
- To be responsible for the maintenance and security of all manual and electronic filing systems.
- Organising and maintaining an effective and efficient filing system.
- Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the situation or referring to the appropriate person.
- Cooperate fully in the introduction of new technology and new methods of working, as appropriate to the work of Medical Secretary, including self- development, to continuously update knowledge of new trends.
- To safeguard, at all times, privacy of information relating to patients and staff alike, ensuring that an efficient, courteous service is offered to all service users and that confidentiality is strictly maintained.
- Organising meetings, preparing and distributing agenda and minutes.
- Audio typing reports for First and Second Tier Mental Health Tribunals, Hospital Managers and Ministry of Justice, ensuring that target dates are met.
- Audio typing discharge summaries or other relevant clinical letters
- Ensuring that admission / discharge summaries are completed within the target times, bringing to the attention of the consultant any problems arising.
- Providing prompt diagnostic information to clinical coding by completion of ID sheets, ensuring targets are met.
- To work as an integral part of the Rehab and High Support Care Hub medical secretariat, providing cover and assistance across the Hub as directed by the Administration Lead/Manager.
- To participate in the Rehab and High Support Administration Forum.
- To participate in yearly Individual Performance and Development Reviews with related quarterly appraisals, undertaking management supervision and ensuring completion of mandatory training.
- To abide by all relevant trust policies and procedures
- Collect, collate, input and extract data into/from NHS systems as directed (NHS Spine, Clinical Systems, SMART, ESR, PARIS)
- To provide administrative assistance to the Unit in the absence of the Unit Administrator.
- Any other duties as required by the Trust
Job description
Job responsibilities
- To provide personal secretarial assistance to the Consultant Psychiatrist and their Medical team.
- 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 guidelines.
- To manage the diaries of the medical team members and to be responsible for planning and coordinating day to day activities by scheduling meetings, appointments and clinical commitments.
- To assist in managing and maintaining the departmental systems ensuring accuracy of all data that supports the delivery of clinical services.
- To link in and co-ordinate with other departments and organisations internally to represent PCFT, where appropriate.
- Organising assessments with the pathway team
- Prepare agendas, assemble meeting papers, take and type minutes of Best Interests meetings, CTM/CPA meetings, Safeguarding meetings and staff meetings as required, including follow up actions.
- To draft formal letters and papers on behalf of team members where appropriate.
- Audio-typing, copy typing and formatting of letters as appropriate ensuring timescales are met.
- Liaising with GPs, patients and their relatives, plus other relevant agencies, e.g. Social Services, Probation, Courts, Prisons, Police Departments, Solicitors etc.
- Dealing with telephone enquiries in a diplomatic and sensitive way, following these through with the appropriate member of staff in an appropriate and tactful manner.
- Control and maintenance of health records (including archiving) in accordance with the Trusts Records Management Policy and ensuring all are electronically tracked to the current location.
- To be responsible for the maintenance and security of all manual and electronic filing systems.
- Organising and maintaining an effective and efficient filing system.
- Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the situation or referring to the appropriate person.
- Cooperate fully in the introduction of new technology and new methods of working, as appropriate to the work of Medical Secretary, including self- development, to continuously update knowledge of new trends.
- To safeguard, at all times, privacy of information relating to patients and staff alike, ensuring that an efficient, courteous service is offered to all service users and that confidentiality is strictly maintained.
- Organising meetings, preparing and distributing agenda and minutes.
- Audio typing reports for First and Second Tier Mental Health Tribunals, Hospital Managers and Ministry of Justice, ensuring that target dates are met.
- Audio typing discharge summaries or other relevant clinical letters
- Ensuring that admission / discharge summaries are completed within the target times, bringing to the attention of the consultant any problems arising.
- Providing prompt diagnostic information to clinical coding by completion of ID sheets, ensuring targets are met.
- To work as an integral part of the Rehab and High Support Care Hub medical secretariat, providing cover and assistance across the Hub as directed by the Administration Lead/Manager.
- To participate in the Rehab and High Support Administration Forum.
- To participate in yearly Individual Performance and Development Reviews with related quarterly appraisals, undertaking management supervision and ensuring completion of mandatory training.
- To abide by all relevant trust policies and procedures
- Collect, collate, input and extract data into/from NHS systems as directed (NHS Spine, Clinical Systems, SMART, ESR, PARIS)
- To provide administrative assistance to the Unit in the absence of the Unit Administrator.
- Any other duties as required by the Trust
Person Specification
Education/Qualifications
Essential
- Educated to GCSE level or equivalent
- ECDL training or equivalent
- AMSPAR qualification or equivalent experience
- NVQ level 4 or equivalent experience/knowledge
Experience
Essential
- Previous NHS experience
- Previous experience in an administration and supervisory role
- Experience of dealing with complex enquiries that require signposting to services or facilitation of a resolution
- Experience in managing and prioritising own workload effectively
- Experience of supervising staff
- Experience 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 clinical 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
- Able to use own initiative, but identify when to seek additional 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
- Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
- Willing to carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies
- Appointments to regulated and controlled activities require an enhanced DBS disclosure
Person Specification
Education/Qualifications
Essential
- Educated to GCSE level or equivalent
- ECDL training or equivalent
- AMSPAR qualification or equivalent experience
- NVQ level 4 or equivalent experience/knowledge
Experience
Essential
- Previous NHS experience
- Previous experience in an administration and supervisory role
- Experience of dealing with complex enquiries that require signposting to services or facilitation of a resolution
- Experience in managing and prioritising own workload effectively
- Experience of supervising staff
- Experience 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 clinical 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
- Able to use own initiative, but identify when to seek additional 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
- Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
- Willing to carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies
- Appointments to regulated and controlled activities require an enhanced DBS disclosure
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).
