Job summary

An exciting opportunity has arisen for a Band 4, Medical Secretary to support Adult Mental Health Urgent Care Services at Lanchester Road Hospital Site.

Your role will consist of being responsible for ensuring the provision of a full secretarial service to consultants, junior medical staff, advanced practitioners, and other staff within the multi-disciplinary team.

To undertake non routine activities which may be delegated by line manager, consultant staff or other members of the multi-disciplinary team.

Depending on work area, may have day to day responsibility for provision of an effective administration service for a designated area of work and for the day to day management of the administration staff within that team.

Main duties of the job

To always interact compassionately with service users and carers. Service users have a range of mental health conditions or learning disabilities.

To complete secretarial duties for medical team such as meeting minutes, big hand, diary co-ordination, setting up meetings and dictation.

First point of contact for service users, family and carers dealing with a range of enquiries or concerns in person or over the telephone.

This may involve arranging for an interpreter.

Provides a full range of personal assistant duties for medical staff including triaging of e-mails and post, administering annual leave and study leave applications, booking attendance at training events and conferences and liaising with designated staff to ensure accommodation and travel is booked as required.

First point of contact for managers, general practitioners and other healthcare professionals within and external to the Trust, dealing with a range of enquiries, queries or concerns on behalf of consultants and medical team, to support them in communications with all groups or individuals involved in the service.

Cross cover team secretaries and medical secretaries absence.

About us

Farnham (male) and Tunstall (female) wards are 20 bedded wards for Urgent care in-patient service.

The wards are patient centred where the multi-disciplinary team help to make the most informed, positive and suitable choices to overcome problems, improve self- worth, physical and mental health, whilst maintaining independence, dignity and rights.

The wards to support both informal and formal admissions.

Job description

Job responsibilities

Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.

Person Specification

Qualifications

Essential

• EITHER : BTEC Diploma / Level 3 Diploma in Team Leader / Supervisor or equivalent (ie NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Diploma in Team Leader / Supervisor within an agreed timescale
• o IT Qualification (ie : ITQ Level 2 / ECDL / RSA / CLAIT) OR Equivalent knowledge gained through relevant work experience
• o Key skills / functional skills in literacy and numeracy Level 2 OR O'Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)

Desirable

• Digital dictation or audiotyping qualification
• IT Digital Training or willingness to complete

Experience

Essential

• Significant secretarial experience
• Experience of participation in service and quality improvement initiatives
• Where applicable, experience of supervising / training junior administrative staff.

Desirable

Within a clinical environment.

Skills

Essential

• Extensive use of all Microsoft Office & Outlook applications including word, excel, powerpoint, email and internet
• Depending on work area, lead, motivate and manage staff in a positive manner to facilitate delivery of an effective service.
• Work on own initiative, prioritise work and consistently meet deadlines
• Maintain concentration and attention to detail whilst also dealing effectively with interruptions.
• Communicate effectively in the English language and demonstrate both verbal and written comprehension skill.
• Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties
• Input data accurately / efficiently.
• Copy type and transcribe accurately from audiotape and / or shorthand.

Knowledge

Essential

• Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
• Comprehensive knowledge of all Microsoft Office applications

Desirable

• Working knowledge of medical / psychological terminology

Last updated : 2024-05-23