Hertfordshire Partnership University NHS Foundation Trust

Team Administrator/Medical Secretary

This job is now closed

Job summary

We are looking for a motivated individual to join our Medical Secretarial team within the Adult Community Mental Health Services based in Cheshunt.

Our Administrators are pivotal to our work in providing first line contact to people who call us, and in providing a comprehensive, professional and effective administrative support to our team.

You will have the ability to work well within a team environment and be able to manage and prioritise workload, being able to work on their own initiative with minimal supervision.

In return, we offer structured supervision and access to training and development as part of your own personal development and support plan. A friendly and supportive team environment.

Main duties of the job

The job role involves providing comprehensive, professional, and effective secretarial and administrative support to the Adult Community Mental Health Service. You will be responsible for audio typing, booking appointments for clinics and meetings, answering the telephone, taking messages, passing relevant queries to the duty worker, organising rooms, sending out agendas, taking meeting minutes and other general administrative duties.

This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, you must display a considerable degree of tact, possess mature judgement and maintain a calm, friendly and efficient manner.

The right person will be able to work with a degree of autonomy and apply a high degree of confidentiality to all of their work.

About us

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.

Our family of over 3500 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.

The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Our Trust values are:

Welcoming. Kind. Positive. Respectful. Professional.

These values are at the core of who we are, everything we do, and how we do it!

Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?

Then please read on..."

Date posted

12 January 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum, pro rata + 5% of basic salary min £,1192 - max £2,011

Contract

Permanent

Working pattern

Full-time

Reference number

367-PLAN-7978

Job locations

Holly Lodge

45 Church Lane

Cheshunt

EN8 0DR

Job description

Job responsibilities

To be highly skilled and experienced in the full range of secretarialwork practices, software programmes, and specialised functionalterms.

To be proficient in the use of dictation software.

Processing clinic letters, produce appointment letters and enter appointments in the electronic patient record (currently PARIS) and paper diary.

To be proficient in using the electronic patient record for administrative purposes.

To use knowledge, and experience to assist other members of the admin team when requested to undertake additional admin tasks such as scanning, photocopying, answering the telephone etc.

To update skills as necessary and attend mandatory training

To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.

To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.

For a more comprehensive Job and Person Specification please read attached before applying

Job description

Job responsibilities

To be highly skilled and experienced in the full range of secretarialwork practices, software programmes, and specialised functionalterms.

To be proficient in the use of dictation software.

Processing clinic letters, produce appointment letters and enter appointments in the electronic patient record (currently PARIS) and paper diary.

To be proficient in using the electronic patient record for administrative purposes.

To use knowledge, and experience to assist other members of the admin team when requested to undertake additional admin tasks such as scanning, photocopying, answering the telephone etc.

To update skills as necessary and attend mandatory training

To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.

To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.

For a more comprehensive Job and Person Specification please read attached before applying

Person Specification

Qualifications

Essential

RSA II / III or equivalent
Audio Typing
Competent in Windows and Word applications
Good general education

Desirable

ECDL
Medical Secretary qualification, including terminology
Familiar with medical terminology

Experience

Essential

Significant secretarial experience, preferably within an NHS of healthcare environment

Desirable

Supervision of administrative or health records team of staff

Knowledge & Skills

Essential

Good knowledge of IT and Windows applications
Good organisational abilities, with good time management skills
Able to demonstrate good verbal and written communication skills
Strong numeracy skills
Completer / finisher
Excellent organisation abilities

Desirable

ePEX literate or have an understanding of databases
Knowledge and understanding of health records function

Person Specification

Qualifications

Essential

RSA II / III or equivalent
Audio Typing
Competent in Windows and Word applications
Good general education

Desirable

ECDL
Medical Secretary qualification, including terminology
Familiar with medical terminology

Experience

Essential

Significant secretarial experience, preferably within an NHS of healthcare environment

Desirable

Supervision of administrative or health records team of staff

Knowledge & Skills

Essential

Good knowledge of IT and Windows applications
Good organisational abilities, with good time management skills
Able to demonstrate good verbal and written communication skills
Strong numeracy skills
Completer / finisher
Excellent organisation abilities

Desirable

ePEX literate or have an understanding of databases
Knowledge and understanding of health records function

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

Hertfordshire Partnership University NHS Foundation Trust

Address

Holly Lodge

45 Church Lane

Cheshunt

EN8 0DR

Employer's website

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

Employer details

Employer name

Hertfordshire Partnership University NHS Foundation Trust

Address

Holly Lodge

45 Church Lane

Cheshunt

EN8 0DR

Employer's website

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