Job summary
We are searching for a full time ( hours) Band 3 Ward Administrator and Medical Support Secretary to join us on Beech Wardbased in Torquay, Torbay Hospital. Beech ward is a 16 bedded inpatient MentalHealth Ward that supports primarily older adults with functional mental healthdifficulties.
Please note that 3 days ( whole time equivalent hours, equating to hours) of this post is a Medical Secretary 12 month fixed term role. hours ( whole time equivalent) of this full time post is a substantive role. This is due to this combined role being the first of its kind on Beech Ward, with the Medical Support Secretary and Ward Administrator duties being combined into one full time role.
At Beech Ward, we pride ourselves on being a dedicated,passionate and skilled team, driven by the motivation to improve the lives andmental health of older adults.
"Team support is outstanding." - Ruth, Staff Nurseon Beech
"We are a caring and compassionate team." -Hannah, Discharge Facilitator
"Staff go beyond the call of duty." - A serviceuser.
This is a rare and exciting opportunity to work within adynamic team in a service that has been rated as Outstanding by the CQC.Working alongside the Beech Team, you will support the team to ensure thatservice users receive a high standard of person-centred care which enables themto recover in a timely way.
Main duties of the job
Administration services underpin all of our clinical activity at Devon Partnership NHS Trust, which means our dedicated and enthusiastic administration workforce are vital to the delivery of first class care. The role is an essential and pivotal post within the ward. 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 experience and knowledge using Microsoft Office packages and experience of using bespoke IT systems.
The Ward Administrator essentially provides the administration function for the clinical teams and associated members (MDT) who work on the ward.
The postholder will be responsible forproviding effective and efficient clerical and administrative support to anassigned Consultant, associated medical staff and the multi-disciplinary teamwhere appropriate.
The postholder will work very closely with the Ward Manager and their team to provide the administrative function required for the services to operate effectively and efficiently.
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.
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.
About us
About Devon Partnership Trust
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
Our values
We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.
We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.
Job description
Job responsibilities
Please see the attached Job Description and Person Specification which will provide further information on this role. Due to the Medical Secretary and Ward Administration aspects of this role, both job descriptions are attached although duties and responsibilities overlap.
Person Specification
Qualifications
Essential
1. RSA 3 Word Processing or equivalent level of experience in practice.
2. NVQ Level 3 Business Administration
3. GCSE English or equivalent
4. Evidence of continuing professional and personal development
Desirable
5. ECDL (European Computer Driving Licence).
6. Shorthand or Speedwriting
7. AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification
Skills
Essential
8. Contribute to the smooth running of administrative systems for the Consultant including management of generic email accounts and electronic and paper filing systems as well as other forms of correspondence.
9. Comprehensive diary management and ensuring Consultant/associated team members are briefed and ready for meetings and appointments
10. Transcribe comprehensive dictation from audio recordings into letters, reports, minutes or directly onto patient records
11. Provide general administrative function for the Consultant, which will include being point of contact, writing detailed letters and reports for the Consultant and associated team to approve
12. Collate and distributing reports/papers for meetings chaired by the Consultant/associated team and ensuring the agenda is sent out to report authors and attendees in advance
13. Meeting administration: taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records
14. Event coordination and planning as required
15. 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
16. Excellent verbal and written communication skills, in person, on the telephone or electronically.
17. Ability to take and convey clear messages
18. Good interpersonal skills
19. Able to deal confidentially and tactfully with people at all levels. Experience in dealing with people in distress in a
20. calm and confident manner
21. Ability to recognise when other communication aids may be needed.
22. Willingness to embrace new ways of working/changes
23. Ability to work under pressure
24. Able to plan, organise, prioritise, coordinate and work flexibly.
25. Ability to exercise initiative operating within procedural guidelines.
26. Ability to work without direct supervision on a day to day basis.
27. Attention to detail/quality
28. Able to deal with difficult situations
29. Effective organisational skills.
30. Ability to plan ahead and anticipate
31. Ability to prioritise workload in response to changing demands
32. Able to multi-task
33. Advanced typing skills
34. Ability to recognise and manage challenging situations in a calm and professional manner.
35. Adaptable in continuous change and able to learn quickly.
36. To have a positive attitude towards Mental Health and Disability rights
Experience
Essential
37. Excellent organisational skills.
38. Ability to prioritise workload and adapt to change when required
39. Previous experience of working within an administrative or secretarial team
40. Experience of dealing with confidential and complex information
41. Ability to take accurate formal and informal minutes
42. Demonstrate good numeracy and literacy skills
43. Understanding and respect of confidentiality in the workplace.
44. Ability to prioritise workload and adapt to change when required
45. Experience of working as part of a team
46. Previous experience of working within an administrative or secretarial team
47. Experience of dealing with confidential and complex information
48. Ability to take accurate formal and informal minutes
49. Demonstrate good numeracy and literacy skills
50. Experience of general office routine and filing systems
51. Previous NHS experience of working in a Healthcare or Social Care administrative setting
52. Experience of Audio transcription
Desirable
53. Previous experience of working in a Healthcare or Social Care administrative setting.
54. Previous experience in a Medical Secretarial role
Knowledge
Essential
55. Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
56. Working knowledge of a range of administrative procedures including diary management and arranging
57. appointments
58. Experience or understanding of creating electronic records, electronic filing systems
59. Electronic data base management.
60. Ability to manage diverse workload whilst dealing with frequent interruptions
61. Ability to meet deadlines and to work under pressure
62. Exceptional organisational skills and ability to prioritise
63. Ability to work both independently and as part of a team
64. Ability to provide a high standard of secretarial support for meetings organising, booking venues and minute taking
65. Knowledge of our business and how it supports patient care