Job summary Permanent up to 25 hours per week We are looking for an enthusiastic Medical Secretary to work with our Medical Secretary Manager and Service Support Manager supporting doctors in the Neuro Rehab, Healthcare of the Elderly, and Long COVID services in Adults, Frailty, and Specialist Services (AFSS) based at Mount Gould Hospital. You will have a dedicated pathway to support with cross cover during times of absence to ensure all people and doctors are supported. We are looking for a highly motivated and experienced Medical Secretary who has diverse skills and is a good communicator. The post holder will be expected to prioritise their own workload to support the functions of the services. You will be responsible for all medical secretary tasks associated with the services, including attending meetings, minute taking and independently obtaining/inputting patient data by accessing different IT systems. You will be required to arrange appointments, meetings, and events on behalf of the department using MS Teams and follow up on any actions from meetings. In return you will be part of a highly supportive and friendly team who endeavour to deliver the best service to the people using our services. Ensure you link how you can demonstrate you meet the criteria when completing the application. Interviews to take place on 13th March 2025 Main duties of the job Your role is to support the doctors work in the team and a flexible approach is required. Duties will include liaising with people using our services to book appointments, arrange referrals, audio typing, copy typing letters, updating SystmOne, managing the annual leave for the doctors, recording absences, recording expenses, managing diaries, booking CPA Reviews, answering telephones, liaising, and coordinating meetings, minute taking and supporting audit work within 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, good communication skills, a flexible approach, good time management and the ability to 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 social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs. As an organisation with a strong social conscience we are guided by our values,kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve. We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives. We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation. Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert. Date posted 11 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pa, pro rata Contract Permanent Working pattern Part-time, Job share, Flexible working Reference number B9832-2025-AC-1798-3 Job locations 200 Mount Gould Road Mount Gould Plymouth Devon PL4 7PY Job description Job responsibilities MAIN DUTIES/RESPONSIBILITIES Responsibilities for People Management Participate in interview panels for specified jobs Assist in the training of newly appointed secretarial and administrative staff and supporting them during theirassimilation Actively contribute and participate in line managements and appraisals Supervise administrators of lower bandings Responsibility for financial and/or physical resources Assist in maintenance of stock control and security of stock Observe a personal duty of care when using equipment and resources Maintaining a safe environment in accordance with Health and Safety Policies Responsibility for administration Able to plan and prioritise their own workload on a day-to-day basis To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, etc. in an accurate and quality manner. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure. To retrieve medical records and assist the completion of medical/insurance records. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinic system in an accurate and secure manner. To provide cover for members of the secretarial team during periods of sickness and annual leave. In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties. To receive and dispatch mail and maintain a pending system. Be responsible for all of the Consultants incoming mail and e-mails, whilst using discretion to deal appropriately with any mail that does not require the Consultants perusal. Provide an efficient and accurate secretarial service to the Consultant and to ensure the Consultants diary of appointments is updated and confirmed with him/her on a daily basis, use discretion to make changes and communicating the changes whenever necessary. Record and monitor the Consultants attendance/absence in own diary. Apply to the appropriate parties for approval of leave and obtain Consultant cover. Arrange changes to the Consultant Duty Rota as necessary and again notify all parties of such changes. Provide secretarial support for the Junior Doctors working with the Consultants following outpatients clinics. Liaise with the Team/Secretaries and other medical secretaries to cross cover for annual leave and other leave as required, in line with the secretarial standard. Liaising with GPs, patients, carers and other professionals on a daily basis Book patients in for clinical appointments, answer telephone using tact and diplomacy when talking to patients. Take messages or respond appropriately. Maintain Outpatients appointments and implement changes as necessary on own initiative to ensure that the lists run effectively and efficiently. Produce and submit monthly statistical returns. Take minutes at team meetings where appropriate, transcribe notes and distribute. Recording of large amounts of information relating to staff contact with patients onto Livewell Southwest database (SystmOne) on a daily basis. Generating reports and scans from these lists. Provide support to the Clinical Lead for Neurorehabilitation. Support in covering annual leave and sickness across other services, when required Responsibility for people who use our services Liaise with patients, other professionals and agencies to organise various meetings including Care Planning, Aftercare, Risk Management and Discharge Planning. Due to the urgency of some of these meetings are arranged at short notice, requiring re-organisation of diaries to ensure service user needs are met. Demonstrate a positive attitude to patients, treating patients and their families with dignity and respect. Have an excellent knowledge of risk factors and be able to make judgements about client and staff safety and raise concerns with senior staff. Ensure compliance with contractual and related quality standards, including acknowledgement of referrals and production of written correspondence with referrers. Responsibility for implementation of policy and/or service developments Comply with all appropriate National, Livewell Southwest and local polices and protocols. These include Health and Safety, Fire Procedures and Confidentiality. Know how to report accidents and incidents and to do so promptly. Behave in a manner that does not bring the Team or Livewell Southwest into disrepute. Ensure that professional boundaries are always adhered to. Actively participate in line management supervision with a senior member of the Team. Actively participate in the Livewell Southwest appraisal system. Participate in team meetings. Carry out other duties commensurate with the position as required. Responsible for updating Knowledge and Skills, including Livewell Southwest mandatory training. Identify new ways of working and make changes to own work, when agreed, to improve service. COMMUNICATIONS AND RELATIONSHIPS To maintain confidentiality regarding information gained during the course of work. To be responsible for the work area and ensure and maintain a safe environment in line with Livewell Southwest policies and protocols. Ensure that the Consultants caseload details are kept up-to-date and in line with the Care Approach programme. Deal with patients and service users of all ages and requirements via all forms of communication Working with other administrators within the wider teams Working with Service Managers and other department managers with patient queries PHYSICAL DEMANDS OF THE JOB Competent advanced keyboard skills including audio typing. There is a frequent requirement for concentration required for dealing with various complicated medical documents and correspondence with frequent interruptions. There is a frequent requirement for concentration required when typing reports, letters etc of complicated nature with frequent interruptions. There is a frequent requirement for sitting in a restricted position, maintaining correct posture, when sitting at desks; for example, when (audio) typing or taking detailed minutes of meetings. The post holder will carry any deliveries in a safe manner, in accordance with the organisations manual handling policy. 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 files at once (equipment provided to assist). Use of some complex computer systems. A full breakdown of the job job description is attached Job description Job responsibilities MAIN DUTIES/RESPONSIBILITIES Responsibilities for People Management Participate in interview panels for specified jobs Assist in the training of newly appointed secretarial and administrative staff and supporting them during theirassimilation Actively contribute and participate in line managements and appraisals Supervise administrators of lower bandings Responsibility for financial and/or physical resources Assist in maintenance of stock control and security of stock Observe a personal duty of care when using equipment and resources Maintaining a safe environment in accordance with Health and Safety Policies Responsibility for administration Able to plan and prioritise their own workload on a day-to-day basis To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, etc. in an accurate and quality manner. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure. To retrieve medical records and assist the completion of medical/insurance records. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinic system in an accurate and secure manner. To provide cover for members of the secretarial team during periods of sickness and annual leave. In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties. To receive and dispatch mail and maintain a pending system. Be responsible for all of the Consultants incoming mail and e-mails, whilst using discretion to deal appropriately with any mail that does not require the Consultants perusal. Provide an efficient and accurate secretarial service to the Consultant and to ensure the Consultants diary of appointments is updated and confirmed with him/her on a daily basis, use discretion to make changes and communicating the changes whenever necessary. Record and monitor the Consultants attendance/absence in own diary. Apply to the appropriate parties for approval of leave and obtain Consultant cover. Arrange changes to the Consultant Duty Rota as necessary and again notify all parties of such changes. Provide secretarial support for the Junior Doctors working with the Consultants following outpatients clinics. Liaise with the Team/Secretaries and other medical secretaries to cross cover for annual leave and other leave as required, in line with the secretarial standard. Liaising with GPs, patients, carers and other professionals on a daily basis Book patients in for clinical appointments, answer telephone using tact and diplomacy when talking to patients. Take messages or respond appropriately. Maintain Outpatients appointments and implement changes as necessary on own initiative to ensure that the lists run effectively and efficiently. Produce and submit monthly statistical returns. Take minutes at team meetings where appropriate, transcribe notes and distribute. Recording of large amounts of information relating to staff contact with patients onto Livewell Southwest database (SystmOne) on a daily basis. Generating reports and scans from these lists. Provide support to the Clinical Lead for Neurorehabilitation. Support in covering annual leave and sickness across other services, when required Responsibility for people who use our services Liaise with patients, other professionals and agencies to organise various meetings including Care Planning, Aftercare, Risk Management and Discharge Planning. Due to the urgency of some of these meetings are arranged at short notice, requiring re-organisation of diaries to ensure service user needs are met. Demonstrate a positive attitude to patients, treating patients and their families with dignity and respect. Have an excellent knowledge of risk factors and be able to make judgements about client and staff safety and raise concerns with senior staff. Ensure compliance with contractual and related quality standards, including acknowledgement of referrals and production of written correspondence with referrers. Responsibility for implementation of policy and/or service developments Comply with all appropriate National, Livewell Southwest and local polices and protocols. These include Health and Safety, Fire Procedures and Confidentiality. Know how to report accidents and incidents and to do so promptly. Behave in a manner that does not bring the Team or Livewell Southwest into disrepute. Ensure that professional boundaries are always adhered to. Actively participate in line management supervision with a senior member of the Team. Actively participate in the Livewell Southwest appraisal system. Participate in team meetings. Carry out other duties commensurate with the position as required. Responsible for updating Knowledge and Skills, including Livewell Southwest mandatory training. Identify new ways of working and make changes to own work, when agreed, to improve service. COMMUNICATIONS AND RELATIONSHIPS To maintain confidentiality regarding information gained during the course of work. To be responsible for the work area and ensure and maintain a safe environment in line with Livewell Southwest policies and protocols. Ensure that the Consultants caseload details are kept up-to-date and in line with the Care Approach programme. Deal with patients and service users of all ages and requirements via all forms of communication Working with other administrators within the wider teams Working with Service Managers and other department managers with patient queries PHYSICAL DEMANDS OF THE JOB Competent advanced keyboard skills including audio typing. There is a frequent requirement for concentration required for dealing with various complicated medical documents and correspondence with frequent interruptions. There is a frequent requirement for concentration required when typing reports, letters etc of complicated nature with frequent interruptions. There is a frequent requirement for sitting in a restricted position, maintaining correct posture, when sitting at desks; for example, when (audio) typing or taking detailed minutes of meetings. The post holder will carry any deliveries in a safe manner, in accordance with the organisations manual handling policy. 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 files at once (equipment provided to assist). Use of some complex computer systems. A full breakdown of the job job description is attached Person Specification Experience Essential Previous medical secretarial experience. Proven experience of working to a deadline Confidentiality Desirable Experience of working in a multi-disciplinary team. Knowledge Essential Knowledge of a range of secretarial procedures Use of all Microsoft packages: Outlook, Word, Excel, PowerPoint & Microsoft Teams Desirable Knowledge of medical terminology. Understanding of Out-Patient, admission and waiting list procedures including RTT. Demonstrable experience of hospital software e.g. SystmOne/iPM Qualifications Essential 5 GCSEs (grades A-C) or equivalent NVQ level III in Business Administration and/or able to demonstrate the skills, knowledge and ability work to this level Desirable ECDL AMSPAR Diploma Secretarial/word processing qualifications RSA 2 in Typewriting or equivalent skills, knowledge, and experience Skills Essential Audio typing/Competent computer skills Ability to accurately touch type Evidence of good communication skills. Excellent written and verbal communication Ability to work supervised and unsupervised Ability and willingness to work flexibly to meet service need requirements. The ability to prioritise own workload and deal with multiple requests from different consultants Desirable Ability to communicate to people in crisis on telephone Ability to organise and prioritise workload Ability to work under pressure Highly organised and efficient Person Specification Experience Essential Previous medical secretarial experience. Proven experience of working to a deadline Confidentiality Desirable Experience of working in a multi-disciplinary team. Knowledge Essential Knowledge of a range of secretarial procedures Use of all Microsoft packages: Outlook, Word, Excel, PowerPoint & Microsoft Teams Desirable Knowledge of medical terminology. Understanding of Out-Patient, admission and waiting list procedures including RTT. Demonstrable experience of hospital software e.g. SystmOne/iPM Qualifications Essential 5 GCSEs (grades A-C) or equivalent NVQ level III in Business Administration and/or able to demonstrate the skills, knowledge and ability work to this level Desirable ECDL AMSPAR Diploma Secretarial/word processing qualifications RSA 2 in Typewriting or equivalent skills, knowledge, and experience Skills Essential Audio typing/Competent computer skills Ability to accurately touch type Evidence of good communication skills. Excellent written and verbal communication Ability to work supervised and unsupervised Ability and willingness to work flexibly to meet service need requirements. The ability to prioritise own workload and deal with multiple requests from different consultants Desirable Ability to communicate to people in crisis on telephone Ability to organise and prioritise workload Ability to work under pressure Highly organised and efficient 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Livewell Southwest Address 200 Mount Gould Road Mount Gould Plymouth Devon PL4 7PY Employer's website https://www.livewellsouthwest.co.uk/ (Opens in a new tab)