Job summary
Band 4 - Medical Secretary/Admin Support Manager
Permanent, 37.5hrs per week -Monday - Friday (9am - 5pm)
Orchard House, supports RISE Child and Adolescent Community Mental Health Services delivering clinical out-patient care to the local South Warwickshire communities.
Please note many Trust interviews take place through Microsoft Teams, this can be downloaded either through the App Store or Google Play for use on your phone/tablet.
Main duties of the job
Who we're Seeking: Applicants with secretarial and line management experience to join our small admin team in providing a comprehensive secretarial service to Consultant Psychiatrists and clinical teams, supporting the growing demand for provision of care for RISE services within the South Warwickshire area.
We're looking for someone who is friendly and approachable with great communication skills, who can build working relationships and promote change and efficiency. As well as being a team player, you'll need to work autonomously and promote a flexible approach and strong work ethic in order to prioritise, multi-task, and delegate.
We require applicants to share our vision to become an innovative, forward-thinking, and inclusive teaching organisation, enabling us to provide consistently high quality, safe, and compassionate care and to demonstrate our Trust values of compassion, respect, integrity, working together and seeking excellence to present a professional image and maintain the highest standards of customer service and confidentiality.
For more information on this role please see the attached support information. This will give you a better overview of the job role and requirements.
About us
At Coventry and Warwickshire Partnership NHS Trust (CWPT), we deliver a wide range of physical, mental health, learning disability and autism services, and are proud to serve communities across Coventry, Warwickshire and beyond.
We put 'people at our heart'; this ethos is at the centre of everything we do and how we do it. We care for our staff and colleagues as much as they care for others and offer a wide range of benefits and development opportunities.
These include:
- generous annual leave entitlement which increases during your time with us
- excellent learning and development opportunities, including apprenticeship frameworks, distance learning, internal training, coaching and mentoring, and much more
- salary sacrifice schemes for lease car/ vehicle, Cycle to Work, home and electronics, gym membership and more
- discounts with a range of retailers, restaurants and entertainment venues through our Employee Assistance Programme and NHS discount schemes
- wellbeing support, including an in-house counselling service, external helpline and more
- staff networks and support groups
We're always on the lookout for people who share our passion for improving the lives and wellbeing of people in our community, as well as our values of compassion, collaboration, excellence, integrity and respect.
Job description
Job responsibilities
The Job Role: You will act as the first point of contact for our service users and their families/guardians, being required to exercise judgement and resolve problems using initiative, and to work unsupervised on a day-to-day basis to meet deadlines. Youll manage a range of complex duties, organise workloads, including extensive diary management, and respond to enquiries both internal and external to the organisation. The role can also include support to Consultants undertaking additional duties.
This role includes a requirement to manage and co-ordinate administrative duties within your team, including undertaking supervisions and appraisals, as part of your line management responsibility for Band 2 and Band 3 admin staff. Plus supporting the Senior Admin Lead in implementing changes to processes/procedures and providing a comprehensive and efficient admin service.
Skills and Experience: Your skills should include the ability to prioritise, co-ordinate and delegate your workload and that of other team members. Experience of supervising staff is desirable, as is carrying out appraisals, sickness meetings, etc. Previous Medical Secretary experience is desirable and knowledge and experience of Microsoft Office is essential. Experience of using electronic patient record management systems (e.t. Carenotes) is desirable but training will be provided.
The role will be based on site in order to provide effective line management and support service needs.
For more information on this role please see the attached support information. This will give you a better overview of the job role and requirements.
Job description
Job responsibilities
The Job Role: You will act as the first point of contact for our service users and their families/guardians, being required to exercise judgement and resolve problems using initiative, and to work unsupervised on a day-to-day basis to meet deadlines. Youll manage a range of complex duties, organise workloads, including extensive diary management, and respond to enquiries both internal and external to the organisation. The role can also include support to Consultants undertaking additional duties.
This role includes a requirement to manage and co-ordinate administrative duties within your team, including undertaking supervisions and appraisals, as part of your line management responsibility for Band 2 and Band 3 admin staff. Plus supporting the Senior Admin Lead in implementing changes to processes/procedures and providing a comprehensive and efficient admin service.
Skills and Experience: Your skills should include the ability to prioritise, co-ordinate and delegate your workload and that of other team members. Experience of supervising staff is desirable, as is carrying out appraisals, sickness meetings, etc. Previous Medical Secretary experience is desirable and knowledge and experience of Microsoft Office is essential. Experience of using electronic patient record management systems (e.t. Carenotes) is desirable but training will be provided.
The role will be based on site in order to provide effective line management and support service needs.
For more information on this role please see the attached support information. This will give you a better overview of the job role and requirements.
Person Specification
Qualifications
Essential
- Good General Education (eg. GCSE English and Maths A-C)
- QCF Business Administration Level 3
- QCF Customer Service Level 3
- QCF Team Leading Level 2 / First Line Management Level 3
Knowledge and skills
Essential
- Articulate with excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Advanced keyboard / IT skills
- Ability to manage and prioritise own and other's workload and use own initiative
- Ability to work autonomously
- Excellent organisation skills and ability to multitask
- Excellent time management skills ability to prioritise conflicting demands in order to meet deadlines
- Excellent knowledge and understanding of reception / office procedures
- Ability to take and transcribe notes of meetings in a timely manner
- Ability to audio-type
- Ability to establish and maintain relevant recording and information systems
- Ability to problem solve and deal professionally with complaints
- Understand confidentiality and apply the principles in every day working practice
Experience
Essential
- Competent working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
- Experience of working in a busy office / customer care environment
- Experience of working in Healthcare
- Experience of working in a supervisory role and delegating work
- Medical secretarial experience
Person Specification
Qualifications
Essential
- Good General Education (eg. GCSE English and Maths A-C)
- QCF Business Administration Level 3
- QCF Customer Service Level 3
- QCF Team Leading Level 2 / First Line Management Level 3
Knowledge and skills
Essential
- Articulate with excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Advanced keyboard / IT skills
- Ability to manage and prioritise own and other's workload and use own initiative
- Ability to work autonomously
- Excellent organisation skills and ability to multitask
- Excellent time management skills ability to prioritise conflicting demands in order to meet deadlines
- Excellent knowledge and understanding of reception / office procedures
- Ability to take and transcribe notes of meetings in a timely manner
- Ability to audio-type
- Ability to establish and maintain relevant recording and information systems
- Ability to problem solve and deal professionally with complaints
- Understand confidentiality and apply the principles in every day working practice
Experience
Essential
- Competent working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
- Experience of working in a busy office / customer care environment
- Experience of working in Healthcare
- Experience of working in a supervisory role and delegating work
- Medical secretarial experience
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.
