Job summary An exciting opportunity has arisen to join MHWB, Older Peoples Mental Health Service as a Medical Secretary/Administrator, which provides a full secretarial/administration service for a Consultant Psychiatrist within Older Peoples Mental Health. Working hours will be Monday, Tuesday and Thursday 09:00 to 17:00. We are looking to recruit an individual who is keen to work as part of a team, is enthusiastic, motivated and organised. You will have RSA 3 or equivalent, 2 years plus experience working in a secretarial/admin capacity. It is essential you have the ability to deal with often confused or anxious older people and their families and carers and understand the importance of dealing with confidential issues etc You will be required to adhere to organisational requirements and will work across the Older Peoples Mental Health Dementia/Functional Pathways as required and on occasion cover the Inpatient Medical Secretary to the Consultant on the OPMH wards. Informal enquiries to: Kerrie Eccles (Business Support Manager) on 01752 435365. 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 Main duties of the job Responsible for providing a comprehensive Medical Secretary and Administration service within the Older Peoples Mental Health Service in the community working for Consultants, Senior Managers, and Team Leaders. You will also support the Inpatient Consultant when required due to annual leave and sickness. To comply with all appropriate legislation and organisational policies. The post holder will be the first point of telephone contact for elderly, often confused patients and their families and carers and is required to be sensitive and understanding to people with varying degrees of mental illness and memory difficulty. All Livewell Southwest staff are expected to able and willing to work across a 7 day service. Job Share(s) Considered "please note that 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" 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 29 October 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pro rata Contract Permanent Working pattern Part-time, Job share, Flexible working Reference number B9832-2024-AC-1777-3 Job locations 200 Mount Gould Road Mount Gould Plymouth Devon PL4 7PY Job description Job responsibilities Maintain efficient, up to date, comprehensive paper and electronic filing systems for patient records, contacts, referrals, meetings, information and forms. Paperwork created by own staff, nursing staff, wards, psychology, social services, GP surgeries etc. When covering for the absence of Consultant secretaries, keep the diaries for the Senior Clinician and his team. Written and electronic diaries; these are constantly updated, adjusted for crisis situations, urgent calls as well as appointments for patients, relatives, carers, team members, management, social services, representatives, and consideration of schedules e.g. ward rounds, CMHT meetings. To make appointments for the clinicians i.e. outpatient, home visits, strategy meetings and hospital visits. Arrange meetings providing a full support service i.e. fixing dates, venues etc. Arrange outpatient clinics for patients at the Local Care Centre, Mount Gould Hospital and be aware of the Memory Service clinics and Huntingtons outpatient clinics. This includes writing or telephoning patients and their relatives, often confirming / reminding / reassuring patients of appointments, arranging transport, obtaining files and appropriate paperwork, booking of consulting rooms and Organisation of the room layout, greeting and talking to patients and carers. Support wards regarding admissions and transfers. To open a waiting list for the Consultant and run weekly scans in order to manage waiting list times. Also ensure completion of Pbr clustering tool. Provide secretarial support to other Lead Clinicians and their teams as required. Covering other medical secretaries on annual or sick leave, training and study days. Record monthly statistical information i.e. waiting times and forward to the appropriate department for collation. Collation of information for audits i.e. anticholinesterase inhibitors and schizophrenic patients. Responsible for ordering and storing FP10. To maintain appropriate stock levels of stationery supplies and order replenishments as required. To attend meetings as requested and implement any service changes following this. To actively participate in own learning and development. To contribute to appraisal and KSF development and related activities. To take responsibility for own and others health, safety and security. To understand and be aware of all LWSW policies, i.e. Health and Safety, Equality and Diversity, Infection Control etc. To inform line manager / team members of any concerns or issues relating toservice provision and communication. To act in a way to support and promote equality and diversity. The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out other duties as may be reasonably required by their line manager. Job description Job responsibilities Maintain efficient, up to date, comprehensive paper and electronic filing systems for patient records, contacts, referrals, meetings, information and forms. Paperwork created by own staff, nursing staff, wards, psychology, social services, GP surgeries etc. When covering for the absence of Consultant secretaries, keep the diaries for the Senior Clinician and his team. Written and electronic diaries; these are constantly updated, adjusted for crisis situations, urgent calls as well as appointments for patients, relatives, carers, team members, management, social services, representatives, and consideration of schedules e.g. ward rounds, CMHT meetings. To make appointments for the clinicians i.e. outpatient, home visits, strategy meetings and hospital visits. Arrange meetings providing a full support service i.e. fixing dates, venues etc. Arrange outpatient clinics for patients at the Local Care Centre, Mount Gould Hospital and be aware of the Memory Service clinics and Huntingtons outpatient clinics. This includes writing or telephoning patients and their relatives, often confirming / reminding / reassuring patients of appointments, arranging transport, obtaining files and appropriate paperwork, booking of consulting rooms and Organisation of the room layout, greeting and talking to patients and carers. Support wards regarding admissions and transfers. To open a waiting list for the Consultant and run weekly scans in order to manage waiting list times. Also ensure completion of Pbr clustering tool. Provide secretarial support to other Lead Clinicians and their teams as required. Covering other medical secretaries on annual or sick leave, training and study days. Record monthly statistical information i.e. waiting times and forward to the appropriate department for collation. Collation of information for audits i.e. anticholinesterase inhibitors and schizophrenic patients. Responsible for ordering and storing FP10. To maintain appropriate stock levels of stationery supplies and order replenishments as required. To attend meetings as requested and implement any service changes following this. To actively participate in own learning and development. To contribute to appraisal and KSF development and related activities. To take responsibility for own and others health, safety and security. To understand and be aware of all LWSW policies, i.e. Health and Safety, Equality and Diversity, Infection Control etc. To inform line manager / team members of any concerns or issues relating toservice provision and communication. To act in a way to support and promote equality and diversity. The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out other duties as may be reasonably required by their line manager. Person Specification Knowledge Essential A working knowledge of confidentiality issues. Work with discretion, sensitivity and maintain confidentiality. Manage difficult/crisis situations and respond effectively Understanding of medical terms Desirable Knowledge of NHS and partner agencies Understanding of internal NHS structures Awareness of current issues relevant to Livewell SouthWest Skills Essential Demonstrate appropriate use of initiative in the workplace. Evidence of effective team working skills. Able to effectively manage own time and workload unsupervised. Self-motivated and flexible. Able to work with frequent interruptions from staff and visitors. Ability to plan ahead. Able to pay attention to detail. Able to work under pressure Experience Essential Minimum 2 years secretarial experience. Minute Taking Desirable Electronic patient records SystmOne Qualifications Essential RSA 3 (or equivalent) or able to demonstrate the ability, skills and knowledge to work at this level Vocational Qualification Level III or able to demonstrate the skills, knowledge and ability to work to this level GCSE grade A to C in English and Maths Desirable ECDL European Computer Driving License Person Specification Knowledge Essential A working knowledge of confidentiality issues. Work with discretion, sensitivity and maintain confidentiality. Manage difficult/crisis situations and respond effectively Understanding of medical terms Desirable Knowledge of NHS and partner agencies Understanding of internal NHS structures Awareness of current issues relevant to Livewell SouthWest Skills Essential Demonstrate appropriate use of initiative in the workplace. Evidence of effective team working skills. Able to effectively manage own time and workload unsupervised. Self-motivated and flexible. Able to work with frequent interruptions from staff and visitors. Ability to plan ahead. Able to pay attention to detail. Able to work under pressure Experience Essential Minimum 2 years secretarial experience. Minute Taking Desirable Electronic patient records SystmOne Qualifications Essential RSA 3 (or equivalent) or able to demonstrate the ability, skills and knowledge to work at this level Vocational Qualification Level III or able to demonstrate the skills, knowledge and ability to work to this level GCSE grade A to C in English and Maths Desirable ECDL European Computer Driving License 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)