Essex Partnership University NHS Foundation Trust
A vacancy has arisen for a Medical Secretary to a Community Consultant Psychiatrist and their Medical Team based at Ashingdon House, Rochford Hospital.
This is an office based role; however, after a 6 month period, some hybrid working may be considered if service allows.
We are looking for an enthusiastic and motivated person who is flexible and has excellent secretarial and communication skills. You must have the ability to work unsupervised and under pressure and be able to deal sympathetically with patients and relatives of people with mental health problems.
The Medical Secretaries are an important part of a team and are very much in the front line with the patients and their families, providing a vital link for staff, patients, relatives, and outside agencies as required.
Main duties of the job
Your main responsibilities will be to provide comprehensive administrative and secretarial support to the Consultant and their team. This role is office based in order to provide on hand support to the consultant and team members. Good organisation and adaptability to learning new systems is essential.
Audio typing skills and previous secretarial experience in a similar role would be highly beneficial. Previous medical secretarial experience in a mental health or other NHS setting with clinical systems knowledge is desirable.
Job responsibilities
* To become an effective member of the Medical Secretariat, developing productive working relationships with other members of the team.
* To work flexibly to provide efficient, high quality secretarial, administrative and support services to the Consultant and their medical colleagues.
* To produce documents such as clinic letters and discharge summaries, clinicians reports, general correspondence, minutes, presentations, etc.
* Ensure that discharge summaries and other time-sensitive information are typed within the designated time limits.
* To manage and prioritise own workload appropriately, frequently under pressure, without supervision.
* To 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 patient care.
* To pass on information received from patients/carers regarding their health condition, medication, problems they are experiencing, etc. to the Consultant.
* To relay advice of a clinical nature to patients, carers, GPs and members of the clinical team.
* If requested, to maintain the upkeep of the Consultant's diary, to arrange meetings on their behalf, including the handling of associated administration.
* To participate, as required, in the arrangements for training programmes / conferences.
* To provide effective support to the Consultant in various specialist areas.
* To arrange investigation appointments for patients at the request of the Consultant.
* Work as part of the clinical support team to ensure delivery of a comprehensive and effective administration service.
* Provide advice and demonstrate own activities or workplace routines to new or less experienced employees.
* To maintain confidentiality within the role.
* To have a good working knowledge of the electronic patient records system.
* To provide secretarial cover to other Consultant teams as necessary.
* To process applications for annual leave/study leave of the doctors within the team.
* To ensure that post/email/telephone enquiries are promptly sorted, recorded and actioned.
* To cooperate with others towards maintaining efficient filing and records systems.
* To be able to access and use the NHS and the Trust information systems.
* To take responsibility for the care and maintenance of the office equipment.
* To assist with the collection and collation of data and information.
* To provide day to day support and assistance to new and temporary members of staff.
* To assist in the induction of trainee doctors new to the Consultants team.
* To maintain a system to ensure that the doctors are provided with available personal safety alarms, Dictaphone, bleeps, and keys.
* To adhere to the principles and processes defined within the equal opportunities provision.
* To report any health & safety issues or fire hazards to the Manager.
* To fully comply with the GDPR and related policies.
* To recognise the sensitivity of business undertaken and to ensure strict confidentiality.
Person Specification
Education / Qualification
* GCSE Mathematics
* NVQ Level 3 (Business Admin) or Previous Experience in Secretarial/PA role
* AMSPAR Qualification
Knowledge
* Advanced IT Skills in Microsoft (Word, Excel, Outlook)
* Knowledge of a full range of secretarial and administration procedures
* Knowledge of Trust IT and/or Electronic Patient Records
Additional Qualities
* Ability to travel independently across sites
Skills / Experience
* Experience of working within a Team environment
* Previous secretarial / PA experience
* Typing speeds of 60+ WPM
* Previous experience of working in the NHS
* Experience of working in mental health settings
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.
Employer name
Essex Partnership University NHS Foundation Trust
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