Job summary
Permanent up to 25 hours per week
We are looking for an enthusiastic Medical Secretary to workwith our Medical Secretary Manager and Service Support Manager supportingdoctors in the Neuro Rehab, Healthcare of the Elderly, and Long COVID servicesin Adults, Frailty, and Specialist Services (AFSS) based at Mount GouldHospital. You will have a dedicated pathway to support with cross cover duringtimes of absence to ensure all people and doctors are supported.
We are looking for a highly motivated and experiencedMedical Secretary who has diverse skills and is a good communicator. The postholder will be expected to prioritise their own workload to support thefunctions of the services. You will be responsible for all medical secretarytasks associated with the services, including attending meetings, minute takingand independently obtaining/inputting patient data by accessing different ITsystems.
You will be required to arrange appointments, meetings, andevents on behalf of the department using MS Teams and follow up on any actionsfrom meetings.
In return you will be part of a highly supportive andfriendly team who endeavour to deliver the best service to the people using ourservices.
Ensure you link how you can demonstrate you meet the criteria when completing the application.
Interviews to take place on 23rd December 2024
Main duties of the job
Your role is to support the doctors work in the team and aflexible approach is required.
Duties will include liaising with people using our servicesto book appointments, arrange referrals, audio typing, copy typing letters,updating SystmOne, managing the annual leave for the doctors, recordingabsences, recording expenses, managing diaries, booking CPA Reviews, answering telephones,liaising, and coordinating meetings, minute taking and supporting audit workwithin the team.
You will be asked to cover periods of absences and annual leave for other medical secretaries to ensure support is maintained and the people using our services receive the required care and support.
You will need excellent organisational skills, goodcommunication skills, a flexible approach, good time management and the abilityto prioritise work and manage pressure well.
This role may not be eligible for sponsorship under the Skilled Worker route; please refer to the Direct Gov website for more information with regards to eligibility.
Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity.
All Livewell staff are expected to be able and willing to work across a 7 day service.
About us
Livewell Southwest is an independent, award-winning socialenterprise delivering integrated health and social care services acrossPlymouth, South Hams, and West Devon, with specialist services in parts ofDevon and Cornwall. Our teams work in community hospitals, GP practices, sportscentres, and health hubs.
As an organisation with a strong social conscience we are guided by our values,kindness, respect, inclusivity, ambition, responsibility, andcollaboration. We focus on transforming services to ensure sustainability, whileempowering staff and those we serve.
We involve the people we care for, along with their families and carers, inshaping the care they receive, striving to deliver the right care at the righttime and place. Centering our work on individual needs helps people leadhealthy, independent lives.
We prioritise employees' development, offering protected CPD time, trainingpathways, leadership programs, and funding for qualifications like the CareCertificate and Nurse Training Scholarships. Our induction and preceptorshipprograms ensure a smooth transition into our organisation.
Livewell Southwest values diversity and encourages applications from allsections of the community, including those with armed forces experience, lived experience of mentalhealth, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during theapplication process, contact the Recruiting Manager listed in the job advert.
Job description
Job responsibilities
MAIN DUTIES/RESPONSIBILITIES
Responsibilities for People Management
1. Participate in interviewpanels for specified jobs
2. Assist in thetraining of newly appointed secretarial and administrative staff and supportingthem during theirassimilation
3. Activelycontribute and participate in line managements and appraisals
4. Superviseadministrators of lower bandings
Responsibility for financialand/or physical resources
5. Assist inmaintenance of stock control and security of stock
6. Observe apersonal duty of care when using equipment and resources
7. Maintaining asafe environment in accordance with Health and Safety Policies
Responsibility foradministration
8. Ableto plan and prioritise their own workload on a day-to-day basis
9. Toprovide an efficient audio, copy typing and word processing service for GPs andhealth professionals as required. This includes the typing of letters, reports,patient referrals, etc. in an accurate and quality manner.
10. Toestablish and maintain filing and administrative systems so that written orcomputer information is easily accessible and secure.
11. Toretrieve medical records and assist the completion of medical/insurancerecords.
12. Toreceive incoming and initiate outgoing telephone calls in order to facilitatetimely and appropriate communications with others, taking messages and dealingwith appropriate queries.
13. Tomaintain the computer clinic system in an accurate and secure manner.
14. Toprovide cover for members of the secretarial team during periods of sicknessand annual leave.
15. Inliaison with the clerk responsible, maintain adequate supplies of officestationery in order to perform your secretarial duties.
16. Toreceive and dispatch mail and maintain a pending system.
17. Be responsible for all of theConsultants incoming mail and e-mails, whilst using discretion to deal appropriatelywith any mail that does not require the Consultants perusal.
18. Provide an efficient and accuratesecretarial service to the Consultant and to ensure the Consultants diary ofappointments is updated and confirmed with him/her on a daily basis, usediscretion to make changes and communicating the changes whenever necessary.
19. Record and monitor the Consultantsattendance/absence in own diary. Applyto the appropriate parties for approval of leave and obtain Consultantcover. Arrange changes to the ConsultantDuty Rota as necessary and again notify all parties of such changes.
20. Provide secretarial support for theJunior Doctors working with the Consultants following outpatients clinics.
21. Liaise with the Team/Secretaries andother medical secretaries to cross cover for annual leave and other leave asrequired, in line with the secretarial standard.
22. Liaising with GPs, patients, carers andother professionals on a daily basis
23. Book patients in for clinicalappointments, answer telephone using tact and diplomacy when talking topatients.
24. Take messages or respond appropriately.
25. Maintain Outpatients appointments andimplement changes as necessary on own initiative to ensure that the lists runeffectively and efficiently. Produce and submit monthly statistical returns.
26. Take minutes at team meetings whereappropriate, transcribe notes and distribute.
27. Recording of large amounts ofinformation relating to staff contact with patients onto Livewell Southwestdatabase (SystmOne) on a daily basis.
28. Generating reports and scans from theselists.
29. Provide support to the Clinical Lead forNeurorehabilitation.
30. Support in covering annual leave andsickness across other services, when required
Responsibility forpeople who use our services
31. Liaise with patients, otherprofessionals and agencies to organise various meetings including CarePlanning, Aftercare, Risk Management and Discharge Planning. Due to the urgencyof some of these meetings are arranged at short notice, requiringre-organisation of diaries to ensure service user needs are met.
32. Demonstrate a positive attitude topatients, treating patients and their families with dignity and respect.
33. Have an excellent knowledge of riskfactors and be able to make judgements about client and staff safety and raiseconcerns with senior staff.
34. Ensure compliance with contractual andrelated quality standards, including acknowledgement of referrals andproduction of written correspondence with referrers.
Responsibilityfor implementation of policy and/or service developments
35. Comply with all appropriate National,Livewell Southwest and local polices and protocols. These include Health and Safety, FireProcedures and Confidentiality.
36. Know how to report accidents and incidents andto do so promptly.
37. Behave in a manner that does not bringthe Team or Livewell Southwest into disrepute.
38. Ensure that professional boundaries arealways adhered to.
39. Actively participate in line managementsupervision with a senior member of the Team.
40. Actively participate in the LivewellSouthwest appraisal system.
41. Participate in team meetings.
42. Carry out other duties commensurate withthe position as required.
43. Responsible for updating Knowledge andSkills, including Livewell Southwest mandatory training.
44. Identify new ways of working and makechanges to own work, when agreed, to improve service.
COMMUNICATIONS AND RELATIONSHIPS
45. To maintain confidentiality regardinginformation gained during the course of work.
46. To be responsible for the work area andensure and maintain a safe environment in line with Livewell Southwest policiesand protocols.
47. Ensure that the Consultants caseloaddetails are kept up-to-date and in line with the Care Approach programme.
48. Deal with patients and service users ofall ages and requirements via all forms of communication
49. Working with other administrators withinthe wider teams
50. Working with Service Managers and otherdepartment managers with patient queries
PHYSICAL DEMANDS OF THE JOB
51. Competent advanced keyboard skills including audio typing.
52. There is a frequent requirement for concentration required fordealing with various complicated medical documents and correspondence withfrequent interruptions.
53. There is a frequent requirement for concentration required whentyping reports, letters etc of complicated nature with frequent interruptions.
54. There is a frequent requirement for sitting in a restrictedposition, maintaining correct posture, when sitting at desks; for example, when(audio) typing or taking detailed minutes of meetings.
55. The post holder will carry any deliveries in a safe manner, inaccordance with the organisations manual handling policy.
56. The job requires sitting working at a desk for periods at a time,moving patient notes to secure storage lockers which can be a number of filesat once (equipment provided to assist).
57. Use of some complex computer systems.
A full breakdown of the job job description is attached
Person Specification
Experience
Essential
58. Previous medical secretarial experience.
59. Proven experience of working to a deadline
60. Confidentiality
Desirable
61. Experience of working in a multi-disciplinary team.
Knowledge
Essential
62. Knowledge of a range of secretarial procedures
63. Use of all Microsoft packages: Outlook, Word, Excel, PowerPoint & Microsoft Teams
Desirable
64. Knowledge of medical terminology.
65. Understanding of Out-Patient, admission and waiting list procedures including RTT.
66. Demonstrable experience of hospital software SystmOne/iPM
Qualifications
Essential
67. 5 GCSEs (grades A-C) or equivalent
68. NVQ level III in Business Administration and/or able to demonstrate the skills, knowledge and ability work to this level
Desirable
69. ECDL
70. AMSPAR Diploma
71. Secretarial/word processing qualifications
72. RSA 2 in Typewriting or equivalent skills, knowledge, and experience
Skills
Essential
73. Audio typing/Competent computer skills
74. Ability to accurately touch type
75. Evidence of good communication skills.
76. Excellent written and verbal communication
77. Ability to work supervised and unsupervised
78. Ability and willingness to work flexibly to meet service need requirements.
79. The ability to prioritise own workload and deal with multiple requests from different consultants
Desirable
80. Ability to communicate to people in crisis on telephone
81. Ability to organise and prioritise workload
82. Ability to work under pressure
83. Highly organised and efficient