Medical Secretary
Job Description
Job summary
Titian Ward is a 15 bedded male psychiatric intensive care unit (PICU). Service users referred present a high risk to themselves and/or others.
The Ward is registered with the National Association of Psychiatric Intensive Care Units and registered with the Psychiatric Intensive Care Quality Network.
We are seeking an experienced a Medical Secretary to provide a smooth and efficient secretarial and administrative support function to the New male acute inpatient ward Titian Ward PICU
The post holder will be joining a multi-disciplinary team that is committed to the provision of high-quality patient centred care for all who use the service.
The successful applicant will have experience of secretarial support in a health care setting and be able to demonstrate excellent organisational and workload management skills.
Main duties of the job
Main duties of the job
The successful candidate will have excellent written communication skills and have an efficient and confident approach to dealing and working with consultant , junior doctors, multidisciplinary team, as well as inviting relatives and other professional for meetings.The post holder will be required to undertake some general administrative duties within the service which directly support the work of the multi-disciplinary teams.
About us
Probationary Period
This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).
Starting with NELFT
NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focussing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
High Cost Area Supplement - Outer London
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,551 to a maximum of £5,735 p.a. pro rata for part time).
Use of AI
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Job responsibilities
Key Responsibilities:
Provide a high quality confidential and comprehensive administrative service.
Manage the diary and make decisions on behalf of the Manager in prioritising and rearranging diary commitments.
Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
Operate bring forward and reminder systems.
Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
Utilise advanced level IT skills to create reports, spreadsheets and presentations.
Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information.
Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
Oversee the facilitation and administration of meetings/panels, including: taking formal minutes that are intended for external review e.g. safeguarding, the production
of agendas and coordination of papers, ensuring that key documents are available within defined timescales.
Maintain up to date confidential personal staff files, to include filing manually and electronically.
Propose and implement changes to working practices to reflect the needs of the Service.
Act as delegated authority for procurement processes, using electronic order and approval systems.
Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.
Please see the attached job description and person specification for more information about this role and working at North East London NHS Foundation Trust. We encourage you to refer closely to this when completing your application.
We welcome your application even if you do not meet all the criteria listed in the person specification. Any development needs to help you succeed in the role, can be discussed at the interview stage.
Person Specification
Qualifications
Essential
- oAdministration qualification oNVQ level 2 or equivalent standard of literacy and numeracy (2) oEvidence of personal development (2)
Desirable
- 2 years experience. short hand
Experience
Essential
- oClinical experience in mental health work as a Band 4 for 2 years. (2) oRelevant experience of working as part of an inpatient team (2) oCommitment to working as part of a multi-disciplinary team (2) oAbility to support and supervise staff (2)
Desirable
- oBasic awareness of IT and IT skills (2) oTo be aware and demonstrate the Trust Values (2)
Knowledge
Essential
- oKnowledge in Mental health Act oAbility to use CAREDOC and procurement. oAn awareness of NHS Plan, National Service Framework (NSF) and clinical governance priorities (2) oGood understanding of Clinical Governance (2) oKnowledge of services provided by other agencies (2) oAble to communicate complex information to other professionals. (2)
Desirable
- Experienced as a medical secretary
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
NELFT North East London Foundation Trust
Address
Titian Ward
Sunflower Court, 157 Barley Lane
Ilford
IG3 8XJ
