Medical Secretary

Job description

Job responsibilities

To provide day to day management for members of the Medical Teams, to include Personal Schedule and prioritise all incoming work on a daily/weekly basis, including responding quickly and appropriately to urgent/important issues/queries referring to the consultant/head of service or team leader where appropriate.

Responsible for the effective management of electronic diaries, using own judgement to make necessary adjustments to ensure clinicians can carry out their duties. Also, ensuring synchronisation and visibility of all diaries within clinical service admin, to enable resource planning and scheduling across the team.

Effectively deal with routine and non-routine correspondence in respect of the clinician on a daily basis i.e., exercise judgement and respond to letters and general correspondence.

To be the first point of contact for all general internal and external telephone enquiries to the clinical service (e.g., GPs, wards, medical records, other hospitals) resolving queries as appropriate. Ensure enquiries are followed up.Scheduling and arranging meetings with external agencies and or organisation and organising or delegating any related admin tasks.

Ensuring deadlines and timescales are met. Supporting the cliniciansin the preparation and completion, of client/reports or reportsfor externalagencies, ensuring deadlines are met.

This will include gathering of client information/data, and ensuring reports are formatted as requested.

Building positive relationships and networks with external agencies/multi-disciplinary teams and ensuring the integrity of the Trust and the Clinical Services is maintained.

This will include involvement in customer/service feedback and reviews. Ensure the recording of all actions/tasks from client meeting ensuring accurate records are uploaded on the patient clinical systems following the Trust protocols/policy record and client confidentiality. Navigate and update patients care records system.

There is a requirement to type information directly into electronic clinical records system either in the meetings/reviews or dictation at your desk. Information may be typed in-situ and projected onto a screen for the multi-disciplinary team to view and discuss.

Dictation and audio typing. Contributing to the clerical admin team schedules/ planning arrangements and delegating task. Any other duties commensurate with role and responsibilities of the post.

Person Specification

Values

Essential

• Continuous Improvement
• Accountability
• Respectfulness
• Enthusiasm
• Support
• High professional standards
• Responsive to service users
• Engaging leadership style
• Strong customer service belief
• Transparency and honesty
• Discreet
• Change oriented

Skills

Essential

• Strong verbal and written communication skills
• Ability to develop and maintain good working relationships
• Ability to develop and maintain good working relationships.
• Demonstrate the ability to use effective communication when dealing with internal and external clients/client's families & carers/agencies etc.
• Demonstrate a caring and sensitive attitude when responding to client's families/carers concerns, queries
• Able to plan and prioritise
• Good levels of numeracy
• Ability to travel to different office locations if required
• Accurate and efficient keyboard skills
• Able to type directly into lap-top during meetings/note taking
• Good listening skills
• Able to adapt to changing needs and demands.
• Ability to work under pressure to tight deadlines
• Able to solve problems and demonstrate sustainable solutions.
• Able to identify where task/ processes are adding value or efficient use of resource and or adding value to client's outcomes
• Able to adapt to new/changing/national agenda which impact on the NHS or the Trust

Other

Essential

• Flexible approach to work to meet deadlines (within the agreed hoursof work)
• Demonstrate an understanding of Health and Safety issues with regards to self and team members
• Demonstrate a willingness to undertake further training, identification of own developmentand training needs

Qualifications

Essential

• Possess a recognised typing/word processing qualification i.e., RSA III or equivalent
• Good standard of general education to include GCSE grade C or equivalent including English language
• AMSPAR Diploma or equivalent i.e., legal
• NVQ Admin level 3 or working towards
• ECDL or Microsoft Office Specialist qualification or working towards

Knowledge/ Experience

Essential

• Significant relevant secretarial and diary management experience in similar role
• Respond to and deal with routine and complex enquiries from staff and other agencies in using initiative and responding within agreed boundaries
• Previous experience of arranging meetings and producing the relevant agendas, minutes, and papers
• Ability to operate and maintain a bring forward system.
• Previous experience of data input and retrieval for analysis
• Proficient in the use of computer packages which include Word, Excel, PowerPoint, Microsoft Outlook and Internet Explorer
• Able to produce documents, reports etc. to a high standard to meet deadlines.
• Experience of using/updating electronic client admin systems RiO/ Care-notes

Desirable

• Experience of working in a mental health/learning disability setting would be desirable.

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.

Employer details

Employer name

Mersey Care NHS Foundation Trust

Address

Wavertree Health Centre

57 Prince Alfred Drive

Liverpool

L15 5BG

Employer's website

https://www.merseycare.nhs.uk/ (Opens in a new tab)