Job summary
We are looking for a full time (37.5) motivated and enthusiastic Medical Secretary, with a wide range of office skills to provide administrative and secretarial support to the Learning Disabilities Community Psychiatric Team. The postholder will be the primary point-of-contact for the medical staff and will be responsible for managing enquiries that come into the service in a manner responsive to customer needs and in accordance with consent to share information.
Other duties include providing secretarial support to the LD psychiatrists which will include management of appointments, processing letters and correspondence on behalf of the doctors, minute taking, post distribution, receiving and disseminating information, maintaining the electronic patient database and general administrative duties.
English and Maths GCSE or equivalent is essential to the post plus previous administrative/secretarial experience, in addition to excellent communication and organisational skills.
A comprehensive knowledge of windows packages is also required.
Main duties of the job
The post holder will be an integral member of the Community Learning Disability Team, providing secretarial / administrative support to the medical staff within the team as defined in the principal responsibilities of the post.
The post holder will also act as one of the central points of contact for patients / relatives, ensuring a positive corporate image and good client care is promoted at all times.
The post will be supervised and the post holder will liaise closely with other administration staff on a day-to-day basis as well as liaise with the Brent Community LD Multidisciplinary Team / the community and inpatient Service manager, and other departments as necessary.
The postholder will be able to prioritise their own workload, whilst effectively managing competing priorities within their own workload and also the wider general office environment.
The postholder will be required to provide cover for the other administrative staff within the LD service as and when necessary and during periods of absence, to ensure the continued smooth running of the service.
About us
We are delighted that you are interested in working with us here CNWL. Our Trust is an exciting place to work with a wealth of CPD opportunities available for all our staff. We work in collaboration with our Social Work colleagues and value the lived experiences of both ourstaff and service users.
What we can offer you:
CNWL is recognised locally, nationally and internationally for providing high quality, innovative healthcare. We aim to employ in line with our values, and policy, and many models of our care have been adaptedfor use in other countries. With us, you will get:
- A Trust committed to staff personal development, with a trust wide culture change and leadershipprogramme that has staff wellbeing at its core.
- An opportunity to work for one of the top 10 NHS employers
- Flexible working
- Variety of work
- Access to a variety of CPD opportunities
We encourage staff input and ideas in relation to moving services forward and meeting the client group's needs.
As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
Job description
Job responsibilities
Reception
- Covering reception on a shift basis.
- Covering reception when staff shortages.
- Greeting all visitors/service users appropriately and with sensitivity.
- Ensure all patients and visitors sign in and showing correct ID.
Answering phones
- First point of contact for incoming calls.
- To deal with telephone calls, correspondence and direct contacts with clients and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant team members.
- To take clear and accurate messages and ensure that they are passed to the appropriate person as soon as possible, escalating the message if necessary, depending on the urgency.
- To listen to the Service Users and understand their needs.
- To offer advice and solutions where appropriate.
- To answer telephone calls to CNWL standards.
Job description
Job responsibilities
Reception
- Covering reception on a shift basis.
- Covering reception when staff shortages.
- Greeting all visitors/service users appropriately and with sensitivity.
- Ensure all patients and visitors sign in and showing correct ID.
Answering phones
- First point of contact for incoming calls.
- To deal with telephone calls, correspondence and direct contacts with clients and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant team members.
- To take clear and accurate messages and ensure that they are passed to the appropriate person as soon as possible, escalating the message if necessary, depending on the urgency.
- To listen to the Service Users and understand their needs.
- To offer advice and solutions where appropriate.
- To answer telephone calls to CNWL standards.
Person Specification
Education/ Qualifications
Essential
- Good standard of education, including GCSE (A*-C) or equivalent in English and Maths
Desirable
- Computer Literacy Course e.g. ECDL
- Medical Secretarial qualification eg. AMSPAR
Experience
Essential
- Relevant experience working in a medical secretary / admin / PA capacity
- Experience of using IT systems and patient data systems
- Experience of using Microsoft Office
- Experience of general office and administrative duties, including telephone work
Desirable
- Experience of working in a large, complex NHS organisation
- Experience of Systm1
SKILLS and KNOWLEDGE
Essential
- oExperience in audio typing.
- oKnowledge and understanding of Learning disability or medical terminology
- oFast and accurate typing (minimum 50WPM).
- oA comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, PowerPoint and Access
- oMust be numerate and able to provide statistical data clearly and accurately
- oFamiliarity with the use of medical reference or related software
- oDemonstrate practical organisational ability over a wide range of tasks, e.g. filing, diary management, record keeping, and statistics.
- oAbility to work flexibly and organise, prioritise, and work to deadlines.
- oAbility to communicate effectively in English, both verbally and in writing.
- oConfidence to work on own initiative and to consult as needed
- oAbility to work positively in a team
- oAbility to work under pressure.
- oAn appreciation and respect for the needs of people with mental health problems and their families and an ability to deal with aggressive or distressed clients.
- oAbility to maintain confidentiality appropriately and understand the issues involved.
- oAbility to always treat service users with respect and dignity, adopting a culturally sensitive approach that considers the whole person's needs
- oAble to build constructive relationships with warmth and empathy, using good communication skills
Desirable
- oKnowledge of Client Administration Systems
OTHER
Essential
- oSickness (or attendance) record that is satisfactory to the Trust (to be checked at interview).
- oDeclared medically fit by the Occupational Health Department to perform the duties of the post.
- oAbility to understand and implement the Equal Opportunities Policy at a level appropriate to the job
Person Specification
Education/ Qualifications
Essential
- Good standard of education, including GCSE (A*-C) or equivalent in English and Maths
Desirable
- Computer Literacy Course e.g. ECDL
- Medical Secretarial qualification eg. AMSPAR
Experience
Essential
- Relevant experience working in a medical secretary / admin / PA capacity
- Experience of using IT systems and patient data systems
- Experience of using Microsoft Office
- Experience of general office and administrative duties, including telephone work
Desirable
- Experience of working in a large, complex NHS organisation
- Experience of Systm1
SKILLS and KNOWLEDGE
Essential
- oExperience in audio typing.
- oKnowledge and understanding of Learning disability or medical terminology
- oFast and accurate typing (minimum 50WPM).
- oA comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, PowerPoint and Access
- oMust be numerate and able to provide statistical data clearly and accurately
- oFamiliarity with the use of medical reference or related software
- oDemonstrate practical organisational ability over a wide range of tasks, e.g. filing, diary management, record keeping, and statistics.
- oAbility to work flexibly and organise, prioritise, and work to deadlines.
- oAbility to communicate effectively in English, both verbally and in writing.
- oConfidence to work on own initiative and to consult as needed
- oAbility to work positively in a team
- oAbility to work under pressure.
- oAn appreciation and respect for the needs of people with mental health problems and their families and an ability to deal with aggressive or distressed clients.
- oAbility to maintain confidentiality appropriately and understand the issues involved.
- oAbility to always treat service users with respect and dignity, adopting a culturally sensitive approach that considers the whole person's needs
- oAble to build constructive relationships with warmth and empathy, using good communication skills
Desirable
- oKnowledge of Client Administration Systems
OTHER
Essential
- oSickness (or attendance) record that is satisfactory to the Trust (to be checked at interview).
- oDeclared medically fit by the Occupational Health Department to perform the duties of the post.
- oAbility to understand and implement the Equal Opportunities Policy at a level appropriate to the job
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).
