Job summary
Employer heading
Medical Secretary
Band 4
The 5 July 2023 marked 75 years of the National Health Service. The founding principles remain as relevant, and valued, today as they were 75 years ago. Why not join us and make a difference to be Better Every Day.
Job overview
We require a Band 4 Medical Secretary to act as secretary to the Consultant Psychiatrist and team including maintaining an electronic diary of appointments, taking messages as appropriate, drafting correspondence/ replies and dealing with confidential information relating to patients and medical staff.
This is a part time role, 20 hours per week.
To contribute to the implementation and administration of computer data collection systems ensuring information is recorded accurately and on a regular and timely basis.
Employment in this post requires a Standard Disclosure and Barring Service (DBS) check, which the Trust will cover the cost of. Applicants who subscribe to the DBS update service are able to present a valid DBS certificate instead of requiring a new check.
Main duties of the job
To act as secretary to the Consultant Psychiatrist and team including maintaining an electronic diary of appointments, taking messages as appropriate, drafting correspondence/replies and dealing with confidential information relating to patients and medical staff.
Contribute to the implementation and administration of computer data collection systems ensuring information is recorded accurately and on a regular and timely basis.
To ensure the provision of an effective and efficient secretarial and administrative support to the wider clinical team including dealing with telephone enquiries, relatives, GP’S social workers and other agencies maintaining good communication between all of the Child, Adolescent and Family Services.
To maintain and co-ordinate annual leave and study leave for the Consultant with the Team Leader ensuring the service is adequately covered.
When required to maintain confidential files concerning patients’ correspondence, reports and departmental matters in line with NHS procedures
To collect and submit statistical returns for the teams.
To maintain client waiting lists and type clinic lists.
To ensure that an up to date data scanning and filing system is maintained providing statistics as and when required.
The post holder may be required to process distressing information relating to service users, e.g. typing letters/reports relating to child abuse.
Working for our organisation
At Dorset HealthCare we’re on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We’re a dynamic, forward-looking Trust, running 12 community hospitals, specialist inpatient facilities and a wide range of integrated community and mental health services for a population of almost 800,000 people.
We do things differently here – it’s one of the reasons the CQC rated us ‘outstanding’ in 2019. It’s also why 95% of patients across our services say they have a good or very good experience of our services and 89% of staff feel they can really make a difference. Whether you’re looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.
Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We're all about building a workplace for the future, we believe in equal opportunities and we celebrate diversity. We’re an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.
Working with us you’ll be part of a strong team, challenge yourself, build a career, and teach us what we don’t know. And you’ll be working towards our vision to be better every day through excellence, compassion and expertise in all we do.
Detailed job description and main responsibilities
For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.
As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare is working in partnership with The Prince’s Trust to support people getting into work, as part of this partnership, we are offering an employability service to support individuals between 16-30 years old with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support please do contact [email protected]
Person specification
Knowledge, Skills and Training
Essential criteria
- Good standard of general education e.g. GCSE’s
- RSA Standard 2 Typewriting
- RSA Standard 2 Word processing or equivalent
- Good communication skills (written, verbal and telephone manner)
Desirable criteria
- Maths & English GCSE
- Medical Secretarial Certificate
Job Specific Experience
Essential criteria
- Office experience or work in a similar environment
- Proficient use of the Patient Administration System
- Personnel management skills
Desirable criteria
- Previous NHS experience
- Microsoft Office (Word processing, File management, Excel etc.)
Personal Qualities/ Attributes
Essential criteria
- Ability to deal with members of the public in a professional and considerate manner
- Ability to use own initiative
- Be able to work within a team
- Work to tight deadlines
- Work in a changing environment
- Demonstrate the reasons for confidentiality
Additional Requirements
Desirable criteria
- Subject to the provisions of the Equality Act, able to travel using own vehicle on Trust business.
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Julie Atkin
- Job title
- Team Leader/Interim Clinical Service Manager
- Email address
- [email protected]
- Telephone number
- 01202 584600
- Additional information
Michele Whitaker Admin Coordinator [email protected]
Tel 01202 584600
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