Main area Administration Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday 9am - 5pm) Job ref 350-MHC6698747-E
Employer Mersey Care NHS Foundation Trust Employer type NHS Site Baird House Hub Town Liverpool Salary £24,071 - £25,674 per annum Salary period Yearly Closing 31/03/2025 23:59 Interview date 08/04/2025
Support Medical Secretary
Band 3
Mersey Care NHS Foundation Trust celebrates diversity and promotes equal opportunities; we are committed to challenging and eliminating racism and other forms of discrimination and advancing and promoting equality of opportunity in the provision of services and creating an inclusive environment for all employees. We believe that everyone has the right to be treated with dignity and respect.
We take positive action to support disadvantaged groups and also particularly encourage applications from ethnic minorities, disabled and LGBTQIA+ people that are under-represented in our workforce. Furthermore we welcome applications from reservists and ex-armed forces personnel as we recognise the benefits of the values, skills, training and experience that they bring to their work with us. We encourage all applicants to share their equality information with us.
Job overview
An exciting opportunity has arisen at Baird House Hub, Liverpool, for a highly motivated and enthusiastic full time Support Medical Secretary to join our Administrative Team supporting the Community Mental Health Teams.
The post holder is expected to work closely with the services to type clinical correspondence in a timely manner to achieve KPIs.
The post holder will be expected to work with a flexible approach, maintaining confidentiality at all times when dealing with service user/staff information.
The post holder should have a good working knowledge of medical terminology and a willingness to expand on that knowledge to provide support to different specialities.
You will be able to demonstrate flexibility and use your own initiative to carry out duties in such a way as to make a direct and positive contribution to the organisation, thus enabling the medical team to utilise their time in an efficient manner.
Main duties of the job
The post holder will provide a comprehensive professional support secretarial service to an excellent standard ensuring a high level of accuracy to the Mental Health Care Division.
Successful applicants will be able to organise their own workload and co-ordinate workload activities with other Medical Secretaries in the team.
The successful candidate will have excellent interpersonal skills and a friendly telephone manner.
There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work on your own.
Working for our organisation
Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 1.4 million people across our region and are also commissioned for services that cover the North West, North Wales and the Midlands.
We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.
At the heart of all we do is our commitment to ‘perfect care’ – care that is safe, effective, positively experienced, timely, equitable and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We’re currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.
Flexible working requests will be considered for all roles.
Detailed job description and main responsibilities
To promote effective liaison with other services, e.g. wards, community hubs and externally e.g. GP’ practices, other hospitals, police with regard to clinical correspondence.
Ability to exchange sensitive or contentious information with diplomacy and in a confidential manner.
Responsible for providing accurate, up to date, non clinical advice relating to queries into the unit.
Liaise with clinical and non clinical staff to resolve any issues that may arise, to the mutual benefit off all concerned.
Attend and contribute to departmental/team meetings.
To exercise judgement and apply own skills and knowledge ensuring all transcriptions produced are of an excellent standard.
Transcribing of clinical correspondence when required and within locally agreed timescales.
Work flexibly to ensure the needs of the service are met at all times.
Exercise judgement and initiative in order to manage the workload effectively and efficiently, taking appropriate action to resolve any issues, liaising with appropriate personnel and seeking guidance from the Line Manager when required.
Ensure that all clinical correspondence is transcribed within the required timescales altering line manager if there are any foreseeable delays.
Support the day to day organisation of the clinical teams by liaising with the Transcription Leaders in co-ordinating meetings, ensuring appropriate documentation available for meetings/lecturers, preparation of documents/presentations, attending meetings to take minutes and tying of agendas/minutes.
Ensure that the workloads are reviewed on a regular basis and that any urgent transcription is given priority – in conjunction with the needs of the service and line manager.
Adapt a flexible attitude to meet the needs of the service, taking into consideration each area’s unique specialty and subsequent requirements of such specialties.
Where appropriate ordering and receipt of general office stationary and equipment.
Mentoring new members of staff including temporary staff as and when required.
General office duties including dealing with incoming and outgoing correspondence, filing, photocopying etc.
When required, provide appropriate clinical information following requests from the Patient Information Systems in use.
To use initiative, working autonomously within the remit of the role.
Having overall view of the daily workload within the service, prioritising tasks where appropriate and ensuring excellent communication skills at all times.
Work in collaboration with the team to identify changes to working practices.
To adhere to the trusts’ rights based approach taking into account service user choice.
To take responsibility for ensuring your own personal safety and that of the service user when using equipment.
To take reasonable care for the health and safety of yourself and any others that may be affected by own acts and omissions at work.
To ensure that you are familiar with the terms and conditions of your post.
To maintain the dignity of service users at all times whilst dealing with aspects of personal care.
To seek appropriate advice and support from the qualified practitioner during occasions when service users or their carers become agitated or distressed.
To maintain service user confidentiality at all times both on and off duty.
To maintain appropriate professional boundaries with service users at all times both on and off duty.
To ensure that work is conducted in accordance with the Trusts’ Equality and Diversity Strategy.
In exceptional circumstances to co-operate with reasonable requests from more senior staff to vary your area of work to meet unplanned service need.
Person specification
Qualifications
* RSA111 or equivalent
* Knowledge and experience of Microsoft Office
* AMSAPAR Diploma or equivalent experience
Knowledge/Experience
* Experience of working as a medical secretary
* Experience of information systems
* Knowledge of medical terminology
* Professional, caring, compassionate and empathic attitude
* Willingness to gain understanding of local targets in order to take active part in achieving targets relevant to the role
* Flexible working approach
* Experience/knowledge of people experiencing mental health issues
* Experience of working in a health care setting
Skills
* Excellent communication skills both verbally and non verbally
* Excellent organisational skills
* Ability to maintain confidentiality
* Ability to organise own duties and prioritise tasks within agreed timescales
* Ability to undergo further training as necessary
* Ability to uphold Trusts professional standards
Values
* Accountability
* Support
* Responsive to service users
* Engaging leadership style
* Transparency and honesty
* Discreet
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