Job summary
We are looking for a motivated individual to join our Medical Secretarial team within the Adult Community Mental Health Services based in Bishop's Stortford.
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 managing the assessment diary, overseeing new referrals into the team, booking appointments, handling psychology referrals, 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 Trustare one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission
Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
About us - Hertfordshire NHS Partnership Trust
Heard. Respected. Included. Together, we help people with mental ill-health, learning disabilities and autism to live life to the fullest. We work throughout Hertfordshire, Buckinghamshire, Norfolk...https://www.hertsnhsgreattogether.co.uk/
Job description
Job responsibilities
To be highly skilled and experienced in the full range of administrationwork practices, software programmes, and specialised functionalterms.
To be proficient in the use of MS Office and Electronic Patient Records.
Processing new assessment referrals, booking assessments before the breach date and entering appointments in the electronic patient record (currently PARIS).
Processing new psychology referrals, booking assessments before the breach date, sending letters and entering appointments in the electronic patient record (currently PARIS).
To attend and take minutes for the weekly Multi-Disciplinary Team Meeting and Referral Review Meetings. This includes preparing the agenda and uploading notes to the electronic patient record.
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 administrationwork practices, software programmes, and specialised functionalterms.
To be proficient in the use of MS Office and Electronic Patient Records.
Processing new assessment referrals, booking assessments before the breach date and entering appointments in the electronic patient record (currently PARIS).
Processing new psychology referrals, booking assessments before the breach date, sending letters and entering appointments in the electronic patient record (currently PARIS).
To attend and take minutes for the weekly Multi-Disciplinary Team Meeting and Referral Review Meetings. This includes preparing the agenda and uploading notes to the electronic patient record.
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
- Audio Typing
- Competent in Windows and Word applications
- Good general education
Desirable
- ECDL
- Familiar with medical terminology
Experience
Essential
- 2 years experience working in an office environment
- Experience recording and typing up meeting minutes
Desirable
- Experience working in the NHS
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
- Understanding of confidentiality
Desirable
- Knowledge and understanding of health records
Person Specification
Qualifications
Essential
- Audio Typing
- Competent in Windows and Word applications
- Good general education
Desirable
- ECDL
- Familiar with medical terminology
Experience
Essential
- 2 years experience working in an office environment
- Experience recording and typing up meeting minutes
Desirable
- Experience working in the NHS
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
- Understanding of confidentiality
Desirable
- Knowledge and understanding of health records
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.
