Administrator/Secretary
Job Description
Job summary
An exciting opportunity has arisen to join the adult learning disability service as a medical secretary. This is following the retirement of the previous post holder.
We are looking for someone who is caring and compassionate to join our service. You will be working with adults with learning disabilities and other neurodevelopmental conditions so communication and offering reassurance and understanding is key to this role. You will be joining a large multidisciplinary community team and be a valued team member.You would be expected to demonstrate an understanding of the challenges faced by people with a learning disability and the nature of clinical services that support them. You will also need to evidence an understanding of the role of a psychiatry team in this field.
This is a permanent post and is for 30 hours per week. There is flexibility within the working week to cover these hours. Our service operates from 09:00 to 17:00, Monday - Friday. This role will not require you to work weekends/unsocial hours.
You will be based at Hollyfield House and Sheridan House. You may need to travel between these sites.
Main duties of the job
You will be supporting two consultant psychiatrists and based across Hollyfield House in Surbiton and Sheridan House in Hampton Wick. You will have a key role in the effective running of a busy psychiatry service with responsibilities around referral management, clinical appointments and supporting the psychiatrists within the service.
You will also be using electronic care records, answering queries about the service, and will be confident and willing to speak with patients on the phone and face to face.
You will need to be well organised and able to prioritise a range of administrative tasks, including booking clinic appointments, and the coordination and sending out of assessment reports. You will be very well supported and highly valued by the psychiatry service, and will receive regular supervision.
Due to the demands of this post, we would welcome applications from individuals with previous experience in the health or social care sector.
About us
At Your Healthcare CIC, we are dedicated to delivering high-quality, patient-led health and social care services for residents in Kingston and providing specialised learning disability services in Richmond. As a Community Interest Company (CIC), we prioritise community-driven care and offer an environment that empowers you to make a real impact.
Why Choose Us?
NHS Pay & Benefits: Enjoy the security of NHS pay, Agenda for Change terms, NHS pension scheme, and salary sacrifice schemes.
Bureaucracy-Free Environment: Implement good ideas quickly and effectively without delays.
Work-Life Balance: Benefit from our Employee Assistance Programme (EAP) and various staff discounts.
Exceptional Staff Experience: Join a supportive workplace with positive feedback from staff and patients.
Inclusive Culture: We promote equality, diversity, and inclusion, encouraging applications from all backgrounds.
Impactful Community Involvement: Have a real voice in shaping care as part of our membership organization. Your ideas and contributions matter.
Join Us Today
We are looking for passionate individuals who value high-quality care, inclusivity, and community engagement. If you want to make a positive impact in health and social care, join our forward-thinking, patient-centred team. Explore our career opportunities and become part of a team that values your expertise and dedication.
Job responsibilities
Please refer to the job description document, which can be found as an attachment under 'Supporting Documents'
When completing your application please refer to full Job Description - this can be found under supporting documents.
We encourage you to discuss your flexibility needs with us before applying or during the interview process. While we may not be able to meet every request exactly, we promise to fully consider your needs and accommodate them
Please be aware that the closing date may be brought forward in the event of a high number of applications.
Person Specification
Skills and Abilities
Essential
- Organisational skills
- Ability to plan & prioritise work, use initiative and meet deadlines
- Ability to understand and accept instructions
- Excellent oral and written communication skills
- Tact, discretion and respect for confidentiality
- Ability to adapt communication style to ensure understanding and reassurance of others
- Ability to work collaboratively with team members
- Competent and confident in ability to use a range of software and technology
- Accuracy & attention to detail
- Ability to learn new skills
- Ability to self-learn through research
Desirable
- Project management skills
- Research skills
Personal Qualities
Essential
- Able to embrace the following personal values and behaviours on a daily basis.
- Professional and friendly manner
- Kind and empathic
- Calm & organised
- Self-motivated
- Reliable
- Honest
- Integrity
- Confident
- Willing to learn
- Flexible and able to adapt
Qualifications
Essential
- NVQ II or equivalent demonstrable experience of administrative/office skills and knowledge
- Plus
- the additional experience of working in an administrative/office environment
- Or
- NVQ III or equivalent demonstrable experience of administrative/office skills and knowledge
Desirable
- Office 365 Fundamentals Certifications aligned with administrative roles
- ECDL or equivalent
- Relevant qualification in administration
Knowledge
Essential
- Knowledge of IT, software and database systems
- Code of Confidentiality
- Data Protection Act
- Information Governance
- Familiar and confident using email and searching the internet
- Experience of maintaining spreadsheets
- Experience of working in a busy complex environment
Desirable
- Advanced knowledge and understanding of Office 365 applications
- Knowledge of public sector structures (NHS, local government or similar)
Experience
Essential
- Previous medical secretarial or administrative work
- Setting up and maintaining administrative systems
- Working with MS office applications
- Working in a team
Desirable
- Advanced knowledge and understanding of Office 365 applications
- Knowledge of public sector structures (NHS, local government or similar)
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.
Employer details
Employer name
Your Healthcare CIC
Address
Hollyfield House, 22 Hollyfield Road
Surbiton
KT5 9AL
