Medical Secretary

Job Overview

An exciting opportunity has arisen for a Band 4 Medical Secretary who has excellent interpersonal skills, a calm and methodical approach with the ability to multi-task, providing full secretarial and administrative support to the Consultant Psychiatrist and their Junior Doctors as well as members of the MK Community Mental Health Hub team.

The hub is part of the adult mental health community redesign initiative to improve the quality of care received by people with mental health needs in their local community. The national direction of travel, outlined in the NHS Long Term Plan, is towards the provision of more integrated, personalised and place-based care and the hub is a needs based service providing a wide range of interventions as part of 3 pathways, Diagnosis & Condition Management, Complex Emotional Needs and Therapies.

Main duties of the job

The hub is a busy, fast paced, multi-disciplinary team and the ability to be able to multi-task, prioritise and deal with frequent interruptions is essential.

The main responsibilities of this post will be to provide secretarial support with diary management, appointment booking, typing clinical letters, minutes and documents as required, answering incoming telephone calls for the team, performing reception duties, general administrative duties including photocopying, filing, the collection, opening and distribution of post, ordering supplies and to assist in providing cover for other secretaries in the team.

Working for our organisation

We're passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patients own home. Patients are at the heart of everything we do. Providing top quality care depends on our ability to employ the best people. Were always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee were hoping to find our future leaders and well support our staff by providing opportunities to develop your career. With a diverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more whatever stage of your career you're at, there's always a place for you at CNWL.

Detailed Job Description And Main Responsibilities

• To prepare documents (letters, memos, reports etc) by copy or audio typing using Microsoft office software, ensuring all policies and procedures are adhered to.
• To act as the first point of contact for the service and handle telephone and email enquiries from external bodies, Trust staff, clinicians, service users and relatives. The post holder is required to exercise judgment about how to handle such calls in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages when necessary.
• To ensure effective communication within the team.
• To prioritise own workload according to service needs and effectively manage conflicting priorities by developing and maintaining systems.
• To input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols.
• To ensure filing systems are maintained to a high standard and with due recognition of the need for confidentiality and security.
• To ensure the maintenance of adequate stock levels of stationery and other equipment at all times
• To act as secretary at meetings, taking and distributing minutes as appropriate.
• To arrange meeting and training events for the team as and when required.
• To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency
• To maintain a diary of activities and/or room bookings to facilitate effective use of resources
• To liaise with IT Department and other services as and when required for any issues that may occur within the service.
• To develop and maintain internal and external contact lists.
• To participate in the induction of new or temporary staff to the team
• To have an understanding of health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff and visitors to the service, reporting building repairs required to the responsible manager
• To liaise with domestic services staff to ensure the environment is kept clean and reporting any recurring problems to the responsible manager.
• This is not an exhaustive list of duties and responsibilities and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.
  
  

Person specification

Qualifications

Essential criteria

• GCSE English and Maths Grade C and above or other equivalent qualification
• RSA 3 or NVQ 3 or equivalent secretarial experience or relevant qualification / experience
  
  

Experience

Essential criteria

• Significant experience in an administration/secretarial post.
  
  

Desirable criteria

• Previous experience within an NHS or local authority setting.
  
  

Skills and Knowledge

Essential criteria

• A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel, PowerPoint
  
  

Desirable criteria

• Understanding of the Data Protection Act and Issues around Confidentiality.
  
  

Skills

Essential criteria

• Ability to multitask and deal with frequent interruptions and interventions when carrying out complex tasks.
• Demonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping and statistics.