Location: Exeter, EX2 5AF
Salary: £24071.00 to £25674.00
Date posted: 6th March 2025
Closing date: 20th March 2025
Our professional responsibility is to reduce the risk of infection to others as far as possible. Getting vaccinated against diseases that can be passed person-to-person in healthcare settings is part of this responsibility. The Trust will provide advice, guidance and support on vaccinations and access to vaccinations where requested.
Job Description:
An exciting administration opportunity has arisen to work within The Cedars as a Medical Secretary. The Cedars has 2 Adult Acute Inpatient wards providing recovery focused and compassionate care.
The post-holder will be responsible for providing effective and efficient clerical and administrative support to an assigned Consultant, associated medical staff and the multi-disciplinary team where appropriate.
There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. The post holder will have high standard of abilities using Microsoft Office packages and experience of using bespoke IT systems.
The role will involve the coordination and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative systems.
The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.
Main duties of the job
Key Responsibilities include:
* Comprehensive diary management and ensuring Consultant/associated team members are briefed and ready for meetings and appointments.
* Provide general administrative function for the Consultant, which will include being point of contact.
* Collate and distribute reports/papers for meetings chaired by the Consultant/associated team and ensuring the agenda is sent out to report authors and attendees in advance.
* Meeting administration: taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records.
* Supporting the Consultant and team by ensuring that records are up to date on all staffing and patient systems and that items are dealt with quickly and efficiently on appropriate finance systems.
* Excellent planning and organisation skills.
* Excellent written and verbal communication skills.
* Collegiate approach and diligent.
* Takes pride in their work and consistently strives to produce work of the highest standard.
* Excellent time management skills to manage their own time and that of the Consultant they support.
* Experience of prioritising a varied and busy workload.
About us
We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do.
Job responsibilities
Please see the attached Job Description and Person specification for the job role which gives of the criteria.
Person Specification
Qualifications
* RSA 3 Word Processing or equivalent level of experience in practice.
* NVQ3 in administration or equivalent level administrative knowledge and experience.
* Evidence of continuing professional and personal development.
* Shorthand or Speedwriting.
* AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification.
Communication and Working Relationship Skills
* Excellent interpersonal and communication skills both written and verbal.
* Able to deal confidentially and tactfully with people at all levels.
* Experience in dealing with people in distress in a calm and confident manner.
Experience
* Excellent organisational skills.
* Experience of dealing with confidential and complex information.
* Ability to take accurate formal and informal minutes.
* Experience of general office routine and filing systems.
* Previous experience in a Medical Secretarial role.
Knowledge
* Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
* Working knowledge of a range of administrative procedures including diary management and arranging appointments.
* Ability to manage diverse workload whilst dealing with frequent interruptions.
* Ability to meet deadlines and to work under pressure.
Planning and Organisational Skills
* Plan and prioritise own workload, ability to meet deadlines and work under pressure.
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.
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