Job Description
As a Medical Support Secretary for the Older Person’s Mental Health Directorate, you will provide invaluable administrative and secretarial support to mental health Consultants specialising in the delivery of the Trust’s services to patients in the community.
This is a part time post for 25 hours per week, current working pattern is Wednesday, Thursday and Friday.
Job Responsibilities
- Comprehensive diary management and ensuring Consultant/associated team members are briefed and ready for meetings and appointments
- Transcribe comprehensive dictation from audio recordings into letters, reports, minutes or directly onto patient records
- Provide general administrative function for the Consultant, which will include being point of contact, writing detailed letters and reports for the Consultant and associated team to approve
- Collate and distribute reports/papers for meetings chaired by the Consultant/associated team and ensuring the agenda is sent out to report authors and attendees in advance
- Meeting administration: taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records
- Event coordination and planning as required
- Supporting the Consultant and team by ensuring that records are up to date on all staffing and patient systems and that items are dealt with quickly and efficiently on appropriate finance systems
Profile
- Excellent planning and organisation skills
- Excellent written and verbal communication skills
- Excellent attention to detail
- Enthusiastic and confident to challenge
- Professional telephone manner
- Collegiate approach and diligent
- Takes pride in their work and consistently strives to produce work of the highest standard
- Seeks to deliver the best possible outcome rather than just the task at hand
- Works in partnership with the Consultant/associated team to understand their needs and priorities (which may change depending on workload)
- Excellent time management skills to manage their own time and that of the Consultant they support
- Experience of prioritising a varied and busy workload their own and that of the Consultant they support and using initiative
- Experience of working under pressure with the ability to work to and achieve deadlines.
Experience
- This role requires the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
- Good numeracy and literacy skills.
- Good interpersonal and communication skills both written and verbal including the ability to deal professionally and tactfully with people at all levels.
- Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
- Effective organisational skills and the ability to prioritise workload in a demanding environment.
- Working knowledge of a range of administrative procedures including diary management, arranging appointments and supporting meetings.
- Experience or understanding of creating electronic records, electronic filing systems.
- Experience of working as part of a team including understanding and respect of confidentiality in the workplace.
- Experience of dealing with people in distress in a calm, compassionate and confident manner.
- Ability to exercise initiative and work without direct supervision on a day to day basis.
- Experience of general office routine and filing systems.
- Ability to take accurate formal and informal minutes.
- Experience of dealing with confidential and complex information.
- Previous experience in a Medical Secretarial role.
- Experience of Audio transcription.
- Previous NHS experience of working in a Healthcare or Social Care administrative setting.
Qualifications
- RSA 3 Word Processing or equivalent level of experience in education or employment.
- GCSE English or equivalent
- NVQ3 in administration or equivalent level administrative knowledge and experience.
- AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification.
- ECDL (European Computer Driving License).
- Evidence of continuing professional and personal development
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.
Equal Opportunities
We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.
£25,760 to £27,476 a year, Pro Rata (25 hours per week)
Contract: Permanent
Reference number: C9369-26-0471
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