Job summary An opportunity has arisen for a Medical Secretary for Community Paediatrics Consultant based at the Lighthouse Child Development Centre. You will be the designated Medical Secretary to consultants and support in both their Community paediatrics roles. We are looking for a highly motivated, enthusiastic individual to workwithin our service, should be confident, able to demonstrate good and organisational skills, along with a flexible approach to duties. The applicant should be able to demonstrate an interest to learn new skills. They should also hold relevant secretarial / word-processing qualification and ideally have previous NHS / medical experience. You should have a sound knowledge of medical terminology and have theability to work without direct supervision, be able to prioritise and manage workloads. You will be the first point of contact for GPs, consultant colleagues, nursing, admin and other hospital staff, patients, relatives and outside agencies. You must be a team player. You will provide professional and efficient secretarial and administrative support to the consultants and medical team. Main duties of the job The post holder will provide professional and efficient secretarial and administrative support to the Consultant Community Paediatricians within the medical team. There may be on occasion, a requirement to carry out other tasks; this will depend on factors such as workload and staffing levels: Write accurate letters and reports using audio and copy typing for all members of the medical team. Liaise with external agencies such as hospitals and community services, and ensure referrals are processed efficiently. Maintain an accurate referrals database. Scan, process and code, workflow of all incoming patient correspondence from hospitals and other organisations. e. Input data into the patient's healthcare records as necessary. Process referrals using the electronic referral system (ERS). Answer incoming phone calls. Transfer calls or deal with the callers requests appropriately.Carry out system searches. Support all clinical staff with general administrative tasks. To process online queries and e-consultation requests. To help organise division specific clinics and liaise with outside agencies to achieve this. The post holder must apply a high degree of confidentiality to all of their work. About us EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including; Season Ticket Loans NHS discounts for staff Excellent Training facilities and opportunities Buying and Selling annual leave scheme The opportunity to work bank shifts and expand knowledge and experience in other areas Salary Sacrifice schemes including lease cars and Cycle to Work Day One Flexible Employer The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment Join our Staff bank What is Staff Bank? Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times. All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish. If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank Date posted 06 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Per Annum Contract Permanent Working pattern Full-time Reference number 364-A-8696 Job locations Lighthouse Development Centre Southend-On -Sea SS2 6XT Job description Job responsibilities This job description is not intended to be an exhaustive list of the duties and responsibilities of the post and the post-holder may be requested to carry out any other duties, which are appropriate to their post and banding. The post may change over time to meet organisational requirements and the job description may be changed after consultation with the post-holder at any time. To become an effective member of the Medical Secretariat, developing productive working relationships with other members of the team, developing and demonstrating a sound understanding of the aims and business activities of the Trust. To work flexibly to provide efficient, high quality secretarial, administrative and support services to the Consultant Community Paediatrician and their medical colleagues as required and to maintain office cover. To produce documents such as clinic letters and discharge summaries. Clinicians reports, general correspondence, minutes and presentations, etc., using audio, shorthand or copy typing skills as required. Process case-notes of patients discharged from paediatric caseloads; follow through ongoing care plans as indicated in reports. Allocate notes to relevant clinician or ensure that any standard letters are completed as appropriate. Where standard letters have been generated, ascertain from reports whether any supplementary letter/action is required and deal with appropriately. To ensure that follow up appointments or referrals to other specialties are arranged where necessary. Ensure that discharge summaries and other time-sensitive information are dictated and 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 (other external doctors) involved in Paediatric care in order to ensure that these personnel engage in taking action where there is an urgent situation requiring their input. Job description Job responsibilities This job description is not intended to be an exhaustive list of the duties and responsibilities of the post and the post-holder may be requested to carry out any other duties, which are appropriate to their post and banding. The post may change over time to meet organisational requirements and the job description may be changed after consultation with the post-holder at any time. To become an effective member of the Medical Secretariat, developing productive working relationships with other members of the team, developing and demonstrating a sound understanding of the aims and business activities of the Trust. To work flexibly to provide efficient, high quality secretarial, administrative and support services to the Consultant Community Paediatrician and their medical colleagues as required and to maintain office cover. To produce documents such as clinic letters and discharge summaries. Clinicians reports, general correspondence, minutes and presentations, etc., using audio, shorthand or copy typing skills as required. Process case-notes of patients discharged from paediatric caseloads; follow through ongoing care plans as indicated in reports. Allocate notes to relevant clinician or ensure that any standard letters are completed as appropriate. Where standard letters have been generated, ascertain from reports whether any supplementary letter/action is required and deal with appropriately. To ensure that follow up appointments or referrals to other specialties are arranged where necessary. Ensure that discharge summaries and other time-sensitive information are dictated and 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 (other external doctors) involved in Paediatric care in order to ensure that these personnel engage in taking action where there is an urgent situation requiring their input. Person Specification Education /Qualifications Essential oGood general education with Maths and English to GCSE standard or equivalent. oNVQ level 3 Business Administration and/or equivalent experience oExperience using the Organisation Patient System (SystmOne). oProficient IT skills (use of Microsoft packages, particularly Word. Desirable oRecognised Medical Secretary Qualification/AMSPAR oKnowledge of medical terminology. Appraisal Skills Essential oAdvanced IT skills i.e. Word, Excel and PowerPoint and Outlook. oKnowledge of a full range of secretarial and administration. procedures oKnowledge of creating records and filing systems and database management. oExperience of working within a team environment. oExperience of dealing with confidential and sensitive information oExcellent interpersonal skills and telephone manner including liaison with outside agencies. oPrevious experience of working in an administrative/secretarial environment. oAbility to take formal, accurate minutes. Conduct Essential oAptitude to develop and update own skills with a commitment to continued learning. oFlexible, professional and customer focussed. oMust be able to observe confidentiality at all time. oMust be a team player covering for colleagues absence. Corporate Essential oShares the Trust's Beliefs and models this in their attitude and behaviour. Person Specification Education /Qualifications Essential oGood general education with Maths and English to GCSE standard or equivalent. oNVQ level 3 Business Administration and/or equivalent experience oExperience using the Organisation Patient System (SystmOne). oProficient IT skills (use of Microsoft packages, particularly Word. Desirable oRecognised Medical Secretary Qualification/AMSPAR oKnowledge of medical terminology. Appraisal Skills Essential oAdvanced IT skills i.e. Word, Excel and PowerPoint and Outlook. oKnowledge of a full range of secretarial and administration. procedures oKnowledge of creating records and filing systems and database management. oExperience of working within a team environment. oExperience of dealing with confidential and sensitive information oExcellent interpersonal skills and telephone manner including liaison with outside agencies. oPrevious experience of working in an administrative/secretarial environment. oAbility to take formal, accurate minutes. Conduct Essential oAptitude to develop and update own skills with a commitment to continued learning. oFlexible, professional and customer focussed. oMust be able to observe confidentiality at all time. oMust be a team player covering for colleagues absence. Corporate Essential oShares the Trust's Beliefs and models this in their attitude and behaviour. 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 Essex Partnership University NHS Foundation Trust Address Lighthouse Development Centre Southend-On -Sea SS2 6XT Employer's website https://eput.nhs.uk/ (Opens in a new tab)