Medical Secretary
Job Description
Job summary
37.5 hours per week.
An exciting opportunity has arisen for a highly motivated & enthusiastic individual to join the Community Mental Health Service based at Avon House, Mount Gould Hospital.
The Community Mental Health Service works with service users who have a range of mental health difficulties. We are a multi-disciplinary team of Consultant Psychiatrists, Psychiatric Nurses, Occupational Therapists, Psychologists, Support Workers & other key professionals
Your role will be to support the mental health consultants with duties including audio typing of dictations, arranging & re-scheduling appointments, maintaining accurate patient records, arranging meetings, minute taking & report monitoring. As such, we require someone with the skills to take on this demanding secretarial work. You will have proficient keyboard skills demonstrating accuracy in typing. Experience of audio typing or a willingness to learn this skill is essential
Although you will primarily support the team based at the Mount Gould site, there will be a requirement to cover the team at the Cumberland Centre when needed
The post requires excellent communication & organisational skills, good time management & the ability to prioritise own workload, working under your own initiative. You will need a positive attitude towards people experiencing mental health difficulties & have excellent customer care skills
All LWSW staff are expected to able & willing to work across a 7 day service
Main duties of the job
Your role will be to provide a comprehensive, effective, and timely secretarial support to the CMHS Avon Consultants and the MDT. There may be occasions where you will be required to cover the Cumberland team either remotely from your office base or in person.
You will actively organise own workload in an efficient and productive manner. You will liaise with all colleagues within the multidisciplinary team, and with internal departments and external agencies to ensure the continuity of patient treatment.
Your role is to support the doctors work in the team and a flexible approach is required. Duties will include audio typing, copy typing letters, updating SystmOne, managing the annual leave for the doctors, recording absences, managing diaries, answering telephones, liaising and coordinating meetings, minute taking and supporting audit work within the team. You will need excellent organisational skills, good communication skills, a flexible approach, good time management and the ability to prioritise work and manage stress well.
The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.
Please note that this role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility
We may close the advert early if a high number of applications are submitted. Therefore submit your application at the earliest opportunity
About us
Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs.
As an organisation with a strong social conscience we are guided by our values, kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve.
We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives.
We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation.
Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert.
Job responsibilities
The post holder will have the ability to plan and prioritise their own workload on a day-to-day basis.
To maintain the electronic diaries for CMHS Avon doctors, organise appointments and the allocation of their time to reflect priorities and demands of their workloads.
To organise meetings including Case Conferences, meetings, Risk Management meetings, Care Planning meetings and provide all administrative duties associated with these meetings, including sending invitations, distribution of agenda, associated paperwork, take and transcribe minutes and follow up action points.
To organise appointments as appropriate, liaising with patients, patient family members and other services.
Liaise with MDT to arrange assessments etc as directed by the Consultant. Provide administration support including recording details on SystmOne, invoicing and monitoring payments received.
Administrative support for Consultants appraisal including MAG.
Arrange medical student placements and feedback sessions as appropriate.
Arrange teaching sessions etc for Consultant as appropriate.
The post holder will have knowledge of medical terminology.
The post holder will have the knowledge and experience to deal with difficult enquiries and situations.
Collate data for Out of Area patients and produce statistical reports to provide data for locality manager.
The post holder will maintain accurate, timely electronic records and ensure that they are kept safely in accordance with Livewell Southwest polices, including the Data Protection Act (1998) and the Livewell Southwest Confidentiality Policy.
To work collaboratively with other secretaries/administration staff for both Avon House and Cumberland mental health service, including taking telephone calls, supporting colleagues during periods of high demand ensuring the team runs smoothly.
To receive incoming mail, telephone calls and initiate action as required
Assist with Medical staff regarding annual leave etc liaising with Medical staffing team.
Liaise with senior medics regarding on-call swaps and leave cover
Accurate audio transcription of various documents including patient letters, assessments, discharge summaries and psychiatric reports in preparation for Tribunal Hearings, ensuring deadlines are met.
Attend weekly ward round MDT with the Consultants and multi-disciplinary team, taking notes and following up action plans as appropriate.
To maintain sensitive and confidential information and filing systems.
To maintain, at all times, the highest level of confidentiality in respect of information concerning the Livewell Southwest or any of its staff or patients.
The post holder will be able to provide non-clinical advice and information with regards to appointments and visitors to the unit.
The post holder will undertake surveys/audits as required including staff surveys.
The post holder will liaise with patients, other professionals and agencies to organise various meetings including Care Planning, Aftercare, Risk Management and Discharge Planning. Due to the urgency of some of these meetings are arranged at short-notice, requiring re-organisation of diaries to ensure service user needs are met.
The post holder must demonstrate a positive attitude to patients, treating patients and their families with dignity and respect.
The post holder will be required to have an excellent knowledge of risk factors and be able to make judgements about client and staff safety and raise concerns with senior staff
The post holder will ensure compliance with contractual and related quality standards, including acknowledgement of referrals and production of written correspondence with referrers.
The post holder will comply with all appropriate National, Livewell Southwest and local polices and protocols. These include Health and Safety, Fire Procedures and Confidentiality.
To know how to report accidents and incidents and to do so promptly.
The post holder will behave in a manner that does not bring the Team or Livewell Southwest into disrepute.
The post holder will ensure that professional boundaries are always adhered to.
The post holder will actively participate in line management supervision with a senior member of the Team.
The post holder will actively participate in the Livewell Southwest appraisal system.
The post holder will participate in team meetings.
The post holder will carry out other duties commensurate with the position as required.
The post holder will be responsible for updating Knowledge and Skills, including Livewell Southwest mandatory training. ...
