Essex Partnership University NHS Foundation Trust
An opportunity has arisen for a Medical Secretary for Community Paediatrics Consultant based at the Lighthouse Child Development Centre.
You will be the designated Medical Secretary to consultants and support in both their Community paediatrics roles.
We are looking for a highly motivated, enthusiastic individual to work within our service, should be confident, able to demonstrate good organizational skills, along with a flexible approach to duties. The applicant should be able to demonstrate an interest to learn new skills. They should also hold a relevant secretarial/word-processing qualification and ideally have previous NHS/medical experience.
You should have a sound knowledge of medical terminology and have the ability to work without direct supervision, be able to prioritize and manage workloads.
You will be the first point of contact for GPs, consultant colleagues, nursing, admin and other hospital staff, patients, relatives and outside agencies. You must be a team player. You will provide professional and efficient secretarial and administrative support to the consultants and medical team.
Main duties of the job
The post holder will provide professional and efficient secretarial and administrative support to the Consultant Community Paediatricians within the medical team. There may be on occasion, a requirement to carry out other tasks; this will depend on factors such as workload and staffing levels:
1. Write accurate letters and reports using audio and copy typing for all members of the medical team.
2. Liaise with external agencies such as hospitals and community services, and ensure referrals are processed efficiently.
3. Maintain an accurate referrals database.
4. Scan, process and code workflow of all incoming patient correspondence from hospitals and other organisations. Input data into the patient's healthcare records as necessary.
5. Process referrals using the electronic referral system (ERS).
6. Answer incoming phone calls. Transfer calls or deal with the caller's requests appropriately. Carry out system searches.
7. Support all clinical staff with general administrative tasks.
8. Process online queries and e-consultation requests.
9. Help organize division-specific clinics and liaise with outside agencies to achieve this.
10. Apply a high degree of confidentiality to all work.
About us
EPUT are looking for motivated staff who share our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including:
* Season Ticket Loans
* NHS discounts for staff
* Excellent Training facilities and opportunities
* Buying and Selling annual leave scheme
* The opportunity to work bank shifts and expand knowledge and experience in other areas
* Salary Sacrifice schemes including lease cars and Cycle to Work
* Day One Flexible Employer
The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment.
Job responsibilities
* This job description is not intended to be an exhaustive list of the duties and responsibilities of the post and the post-holder may be requested to carry out any other duties, which are appropriate to their post and banding. The post may change over time to meet organisational requirements and the job description may be changed after consultation with the post-holder at any time.
* Become an effective member of the Medical Secretariat, developing productive working relationships with other members of the team, developing and demonstrating a sound understanding of the aims and business activities of the Trust.
* Work flexibly to provide efficient, high-quality secretarial, administrative and support services to the Consultant Community Paediatrician and their medical colleagues as required and maintain office cover.
* Produce documents such as clinic letters and discharge summaries, clinicians' reports, general correspondence, minutes and presentations, etc., using audio, shorthand or copy typing skills as required.
* Process case-notes of patients discharged from paediatric caseloads; follow through ongoing care plans as indicated in reports. Allocate notes to relevant clinician or ensure that any standard letters are completed as appropriate.
* Ensure that follow-up appointments or referrals to other specialties are arranged where necessary.
* Ensure that discharge summaries and other time-sensitive information are dictated and typed within the designated time limits.
* Manage and prioritize own workload appropriately, frequently under pressure, without supervision.
* React quickly to urgent situations in order to coordinate an excellent service to patients/their carers, health professionals and other professional bodies.
* Excellent communication skills are vital: good relationships need to be established and maintained with other medical/professional staff involved in Paediatric care in order to ensure that these personnel engage in taking action where there is an urgent situation requiring their input.
Person Specification
Education /Qualifications
* Good general education with Maths and English to GCSE standard or equivalent.
* NVQ level 3 Business Administration and/or equivalent experience.
* Experience using the Organisation Patient System (SystmOne).
* Proficient IT skills (use of Microsoft packages, particularly Word).
* Recognised Medical Secretary Qualification/AMSPAR.
* Knowledge of medical terminology.
* Advanced IT skills i.e. Word, Excel, PowerPoint and Outlook.
* Knowledge of a full range of secretarial and administration procedures.
* Knowledge of creating records and filing systems and database management.
* Experience of working within a team environment.
* Experience of dealing with confidential and sensitive information.
* Excellent interpersonal skills and telephone manner including liaison with outside agencies.
* Previous experience of working in an administrative/secretarial environment.
* Ability to take formal, accurate minutes.
Conduct
* Aptitude to develop and update own skills with a commitment to continued learning.
* Flexible, professional and customer-focused.
* Must be able to observe confidentiality at all times.
* Must be a team player covering for colleagues' absence.
Corporate
* Shares the Trust's Beliefs and models this in their attitude and behaviour.
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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