Job summary
ADVERT : Medical Secretary/Senior Administrator - Band 4 - Fixed Term Contract for 9 months - Maternity Cover - 37.5 hours per week
Provide a comprehensive medical secretarial and administrative support service to the Waltham Forest Community Paediatrics Service, clinicians and their associated staff, and adhere to tight timescales, and produce work of a high standard of quality Adhere to organisational targets. Typing of complex documents, letters, reports, etc for clinicians using appropriate software packages. Maintain the electronic diaries of clinicians. Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met.
Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion. Deal with complex mail. Establish and maintain an effective system . Organise and oversee the arrangements for chasing investigation reports and be proactive in the development of administrative services. Be a team playerThe post holder will be based at Wood Street Health Centre, Walthamstow, and required to work 37.5 hours hours per week , with opportunities for home working.
Main duties of the job
- To provide a comprehensive medical secretarial and administrative service to clinicians and other members of the multi professional team including, where appropriate providing administrative support in the co-ordination of medical staff rotas and leave, responsible for managing mail, telephone calls, face to face and electronic communications from clinical and non-clinical staff, patients, relatives, carers and external agencies, responding where appropriate; prioritising and redirecting or escalating as required to clinicians or line manager to ensure efficiency and effectiveness of service delivery
- Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion. l. Establish and maintain an effective system for work related documentation to facilitate the timely processing of responses, information, correspondence and documents etc. Organise and oversee the arrangements for chasing investigation reports and be proactive in the development of administrative services.
About us
Starting with NELFT
NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focussing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
Probationary Period
This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).
High Cost Area Supplement
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,313 to a maximum of £5,436).
COVID-19 Vaccination
We continue to encourage all staff to ensure that they have been double vaccinated and received their booster. We recognise that taking the vaccine provides the best defence against COVID 19 for our patients, our staff and their families.
We reserve the right to close this vacancy early should sufficient applications be received.
Job description
Job responsibilities
- To provide a comprehensive medical secretarial and administrative service to clinicians and other members of the multi professional team including, where appropriate providing administrative support in the co-ordination of medical staff rotas and leave, responsible for managing mail, telephone calls, face to face and electronic communications from clinical and non-clinical staff, patients, relatives, carers and external agencies, responding where appropriate; prioritising and redirecting or escalating as required to clinicians or line manager to ensure efficiency and effectiveness of service delivery
- Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion. Deal with complex mail. Establish and maintain an effective system for work related documentation to facilitate the timely processing of responses, information, correspondence and documents etc.
- Organise and oversee the arrangements for chasing investigation reports and be proactive in the development of administrative services. Be a team player and assist colleagues and cover absences when required, and to undertake any other ad-hoc duties in line with operational and service needs
- Provide a high quality confidential and comprehensive administrative and secretarial service.
- Manage the diary and make decisions on behalf of the Manager in prioritising and re-arranging diary commitments.
- Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
- Operate bring forward and reminder systems.
- Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
- Utilise advanced level IT skills to create reports, spreadsheets and presentations.
- Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information.
- Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
- Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
- Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
- Oversee the facilitation and administration of meetings/panels, including: taking formal minutes that are intended for external review eg safeguarding, the production of agendas and coordination of papers, ensuring that key documents are available within defined timescales.
- Maintain up to date confidential personal staff files.
Please see the attached job description and person specification for more information about this role and working at North East London NHS Foundation Trust. We encourage you to refer closely to this when completing your application.
We welcome your application even if you do not meet all the criteria listed in the person specification. Any development needs to help you succeed in the role, can be discussed at the interview stage.
Job description
Job responsibilities
- To provide a comprehensive medical secretarial and administrative service to clinicians and other members of the multi professional team including, where appropriate providing administrative support in the co-ordination of medical staff rotas and leave, responsible for managing mail, telephone calls, face to face and electronic communications from clinical and non-clinical staff, patients, relatives, carers and external agencies, responding where appropriate; prioritising and redirecting or escalating as required to clinicians or line manager to ensure efficiency and effectiveness of service delivery
- Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion. Deal with complex mail. Establish and maintain an effective system for work related documentation to facilitate the timely processing of responses, information, correspondence and documents etc.
- Organise and oversee the arrangements for chasing investigation reports and be proactive in the development of administrative services. Be a team player and assist colleagues and cover absences when required, and to undertake any other ad-hoc duties in line with operational and service needs
- Provide a high quality confidential and comprehensive administrative and secretarial service.
- Manage the diary and make decisions on behalf of the Manager in prioritising and re-arranging diary commitments.
- Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
- Operate bring forward and reminder systems.
- Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
- Utilise advanced level IT skills to create reports, spreadsheets and presentations.
- Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information.
- Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
- Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
- Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
- Oversee the facilitation and administration of meetings/panels, including: taking formal minutes that are intended for external review eg safeguarding, the production of agendas and coordination of papers, ensuring that key documents are available within defined timescales.
- Maintain up to date confidential personal staff files.
Please see the attached job description and person specification for more information about this role and working at North East London NHS Foundation Trust. We encourage you to refer closely to this when completing your application.
We welcome your application even if you do not meet all the criteria listed in the person specification. Any development needs to help you succeed in the role, can be discussed at the interview stage.
Person Specification
Achieved grade and years of Expreience
Essential
- Advanced level IT skills Establish and maintain good working relationships Excellent interpersonal skills
Desirable
- Clear communication skills including excellent writing, data entry and presentation skills Able to construct and delivering clear information/instructions to others Able to multi-task Able to work without supervision and use own initiative
grade and expereience and skills
Essential
- NVQ level 2 or equivalent standard of literacy and numeracy NVQ level 3 in relevant subject or equivalent level of proven experience
Desirable
- Working in a busy office environment Working in an NHS environment Significant administrative experience Creating and maintaining office systems
experience, grade, skills
Essential
- Creating and maintaining office systems Handling sensitive and confidential information Experience of working autonomously
Desirable
- Advanced level IT skills Establish and maintain good working relationships Excellent interpersonal skills
experience and skils , knowledge
Essential
- NHS Priorities and Issues Good working knowledge of Outlook, Word, Excel, Power point, Access Update and maintain efficient administration systems Maintain confidentiality/data protection
Desirable
- Commitment to continuing professional development To be aware and demonstrate the Trust Values
Person Specification
Achieved grade and years of Expreience
Essential
- Advanced level IT skills Establish and maintain good working relationships Excellent interpersonal skills
Desirable
- Clear communication skills including excellent writing, data entry and presentation skills Able to construct and delivering clear information/instructions to others Able to multi-task Able to work without supervision and use own initiative
grade and expereience and skills
Essential
- NVQ level 2 or equivalent standard of literacy and numeracy NVQ level 3 in relevant subject or equivalent level of proven experience
Desirable
- Working in a busy office environment Working in an NHS environment Significant administrative experience Creating and maintaining office systems
experience, grade, skills
Essential
- Creating and maintaining office systems Handling sensitive and confidential information Experience of working autonomously
Desirable
- Advanced level IT skills Establish and maintain good working relationships Excellent interpersonal skills
experience and skils , knowledge
Essential
- NHS Priorities and Issues Good working knowledge of Outlook, Word, Excel, Power point, Access Update and maintain efficient administration systems Maintain confidentiality/data protection
Desirable
- Commitment to continuing professional development To be aware and demonstrate the Trust Values
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).
