Job summary
Full time or part time hours available
We are looking for a highly competent administrator to work in our friendly, dedicated team at Baldock Manor and contribute to the smooth running of our Hospital.
Main duties of the job
1. Represent medical staff by screening incoming telephone calls, recording and transmitting messages, scheduling appointments, arranging referrals to other healthcare providers, scheduling appointments for consultations, tests, scans, etc.
2. Take minutes during meetings, HR investigations and clinical governance.
3. Ensure physician productivity by maintaining calendars and diaries, scheduling appointments, consultations, professional meetings.
4. Produce information by transcribing dictations, preparing medical reports and summaries, patient histories, manuscripts and correspondence.
5. Provide historical reference by developing and utilising filing and retrieval systems, maintaining patient records, recording meeting discussions.
6. Maintains patient confidence and protect operations by keeping information confidential.
7. Liaise and maintain close relationships with other secretaries and administrative staff and to cover leave for other secretaries when necessary.
8. Provide front of house cover when needed.
9. Maintain office supplies inventory by checking stock, anticipating needs, placing and expediting purchase orders and verifying receipt.
10. To prioritise and efficiently organise own workload to ensure that all tasks are completed in a timely manner.
11. To support with processing and recording of information for regular audits.
About us
Baldock Manor is a 40-bed hospital in north Hertfordshire that provides specialist psychiatric services for adults. The hospital has two female PICU (Psychiatric Intensive Care) wards and two acute wards. Our PICU services provide care and support for women at crisis level with a severe mental disorder who require rapid assessment and acute wards care for older adults, usually 55 years or older, who need a short-term hospital stay, where we can stabilise their mental health. The average stay in our acute wards is less than forty days.
Our focus is recovery for our patients with quality care and measurable outcomes at the centre of all we do. Baldock Manor boasts a full MDT with Nursing, Psychiatry, Psychology and Occupational Therapy practitioners on site as well as a very able team of Senior support workers, support works, Therapies assistants and more.
Nouvita Healthcare is proud to be an equal opportunity workplace. We are committed to the Mindful Employer values and are a Disability Confident employer, providing support to applicants with mental and/or physical disabilities. If you are interested in applying for employment with Nouvita Healthcare and are in need of support to navigate our website or to complete your application, please send an email with your request Job description
Job responsibilities
You willprovide consistenthigh quality, secretarial and hands on administrative support to an assigned Clinician and Ward.
In addition to strong administrative expertise, good communication skills are crucial as the role involves interacting with our residents and their families; empathy and kindness are also an important trait and adheres to our company values.
Person Specification
Qualifications
Desirable
12. Medical Secretary or Administrative qualification AMSPAR, NVQ
Experience
Essential
13. Experience of working within an office environment
14. Experience in accurate minute-taking
15. Fully IT literate, particularly with Microsoft Office programs and database systems
16. Ability to work both independently and within a team
17. Ability to keep calm under pressure
18. Touch and audio typing skills
19. Excellent verbal and written communication skills
20. Excellent organisational/interpersonal and time management skills
21. Able to work within a Team
22. Able to prioritise workload and manage competing demands
Desirable
23. Previous experience of working within the Mental Health Sector
24. Previous experience as a Medical Secretary or Ward Administrator
25. Knowledge of medical/mental health terminology and health information practices
26. Experience of collating information for auditing