To provide a comprehensive secretarial service to the Consultant Psychiatrist and members of the medical team within ICRT, assisting them in achieving their objectives and liaising with all relevant and appropriate services. The post holder will be responsible for undertaking a wide range of administrative and secretarial duties, which include the receipt of all correspondence, booking of new patient appointments, and attendance at MDT weekly meetings. This includes audio transcription and text processing of clinical letters, reports, and other correspondence as required by the medical team.
Responsibilities include:
1. Providing a comprehensive secretarial and administrative service to the Consultant and members of the medical team, including digital transcription, copy typing, typing of discharge summaries, reports, and all other correspondence as required by the medical team.
2. Updating the Trust Clinical Information System, RIO, and informing new patients and the out-patients clerk via letter/telephone/memo/email of clinic cancellations.
3. Liaison with the Clinical Records Department and clinical/admin staff regarding case notes, requesting any existing notes required for re-referred patients.
4. Following up on lab results and missed appointments in liaison with the Consultant/Doctor and re-scheduling as requested.
5. Assisting in caseload monitoring for new patient referrals, bringing to the attention of the Consultant patients who DNA'd, are approaching waiting time breach, and patients waiting for first clinic appointment.
6. Undertaking necessary routine correspondence on own initiative.
7. Ensuring clinical records are stored securely while in current use, retrieving the notes required for the clinic in good time from the Care Records Department, and keeping care records up to date and in good order.
8. Liaising with other members of the Administration Team to provide a coordinated and efficient secretarial service.
9. Ensuring confidentiality is maintained at all times in accordance with the Data Protection Act, Trust Policy, and Good Practice.
10. Maintaining and conducting oneself in a professional manner towards colleagues and other agencies.
11. Supporting the team in managing and monitoring the CTO's (Community Treatment Orders) for the service.
We are unable to support applications from job seekers who require sponsorship to work in the United Kingdom (UK). Our Trust is committed to treating individuals fairly and ensuring they have the same opportunities to fulfil their potential. We are working hard to ensure our workforce reflects the diversity within Birmingham and Solihull and that our services meet the needs of all diverse service users and carers.
The Trust is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice, pre-employment checks will be undertaken before any appointment is confirmed. As part of the selection process, you may be required to undergo a Disclosure and Barring Service (DBS) check, however all cases of criminal record history are dealt with on a case-by-case basis.
Please note, if applicable for your role you will be required to cover the cost of your DBS certificate. This will be deducted from your salary over 3 months. You will also be required to sign up to the DBS Update Service before commencement with the Trust.
All successful applicants will be required to complete the Trust's induction programme. The Fundamental (Statutory and Mandatory) training will be in an e-learning format, and you will be required to complete training modules online (approx. 9-14 hours depending on post) by the end of your first week with us.
If you are successful at the shortlisting stage of the recruitment process, we may contact you via email to advise you of the interview details. Please ensure you access your email account from which you applied regularly once the position has closed.
If applicable to your role, the Trust will require you to sign up for the DBS Update Service. The Trust will reimburse this. You will be contractually obliged to maintain your subscription.
Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route.
Relocation expenses may be reimbursed subject to eligibility. The policy provides for reimbursement up to £8,000.
Working for our organisation: Welcome to Birmingham and Solihull Mental Health NHS Foundation Trust. Our 4000 clinical and support staff help us to improve mental health wellbeing and meet the needs of the 70,000 people we serve each year. We provide a range of mental healthcare services across Birmingham and Solihull, as well as specialised services nationally. We also offer medical, nursing, and psychology training and are proud of our international reputation for both research and innovation.
Our population is culturally diverse, characterised in places by high levels of deprivation which create an increasing demand for our services and a necessity for us to make sure everyone can access the help they need. We are a team of compassionate, inclusive, and committed people working together to provide excellent care to support our community. If you are looking for a place to belong, where you can make a real difference to people's lives, join our team where our warm welcome is waiting for you.
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