Job summary
- Main area
- Administration
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 346-NYL-026-23-C
- Employer
- Tees, Esk and Wear Valleys NHS Trust
- Employer type
- NHS
- Site
- Alexander House
- Town
- Knaresborough
- Salary
- £25,147 - £27,596 per annum
- Salary period
- Yearly
- Closing
- 22/07/2024 23:59
Employer heading
![Tees, Esk and Wear Valleys NHS Trust logo](https://static.trac.jobs/employer-logos/183.png)
Medical Secretary
Band 4
We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.
From education and prevention, to crisis and specialist care —our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.
We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.
We’re committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.
We won’t rest until everyone in our region has the mental health care they need, to lead their best possible life.
Job overview
We are looking for a self motivated and experienced individual who would welcome the opportunity to work within a multi-disciplinary Learning Disability Community Clinical Team. You will be based within the Harrogate and District Learning Disability (LD) Team and you will be part of the wider North Yorkshire and York Learning Disability (NYYLD) Service of which there are four Community Teams, based in York, Scarborough and Northallerton. The teams provide specialist health services to adults with a learning disability across the locality. This provides benefits such as cross team working, professional peer support and sharing of good practice.
The primary role is to provide a full Medical Secretarial Service to the team's Consultant Psychiatrist and at times to the Medical Staff across the service. In addition to provide senior administration duties to the members of the Admin Team, whilst working together to maintain standard systems and processes for both local and across the wider NYYLD Teams.
This is an exciting opportunity to work within this very proactive friendly team by working collaboratively and contributing to the Multi-Disciplinary Team to support continual improvement and developments.
Main duties of the job
You will be required to support and maintain standard systems and processes set out by the Trust and locally. The successful candidate will need to have very good IT and organisational skills. The ability to prioritise workload, work under pressure to meet deadlines and demonstrate a flexible, motivated attitude to work will also be essential. Very good interpersonal and communication skills at all levels are required.
Previous Medical Secretarial/Clinical Secretarial/Personal Assistant experience is essential. A minute taking qualification or experience would be desirable. It is expected that applicants can evidence a good standard of general education and sound IT knowledge and experience, with competency in all Microsoft Office Applications being essential. Applicants should hold EITHER: BTEC Diploma/Level 3 Diploma in Team Leader/Supervisor or equivalent (ie NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Diploma in Team Leader/ Supervisor within an agreed timescale.
Working for our organisation
The Admin Team consists of a Medical Secretary/Admin Lead , Team Secretary and Receptionists. There are strong working links between these posts and the wider clinical team.
The Harrogate and District LD Team and provide a comprehensive specialist health service to adults with a learning disability and their support networks within the geographical area. We work in partnership with our patients, communities and partners to help the client group feel safe, understood, believed in and cared for.
We connect with our communities and partners to ensure the right support is offered to the learning disability client group.
Detailed job description and main responsibilities
The main duty is to provide a full Medical Secretary Service and Team support i.e. arranging clinics, managing diaries, taking minutes, supporting the processing of referrals and reports. In addition to acting as first point of contact for service users, families and carers dealing with a range of enquiries or concerns in person or over the telephone related to the clinical consultants work.
You will also oversee the junior members of the admin team providing supervision and support with standard processes and systems.
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Additional contact details: Austin Barnett, Team Manager
Person specification
Qualifications
Essential criteria
- EITHER: BTEC Diploma/Level 3 Diploma in Team Leader/Supervisor or equivalent (ie NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Diploma in Team Leader/ Supervisor within an agreed timescale
- IT Qualification (ie: ITQ Level 2 / ECDL / RSA / CLAIT) OR Equivalent knowledge gained through relevant work experience
- Key skills in literacy and numeracy Level 2 or O’Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)
Desirable criteria
- Digital dictation or audio-typing qualification
- IT Digital Training or willingness to complete
Experience
Essential criteria
- Significant secretarial experience in a clinical environment.
- Experience of participation in service and quality improvement initiatives
- Where applicable, experience of supervising/training junior administrative staff
Knowledge
Essential criteria
- Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines
- Comprehensive knowledge of all Microsoft Office applications.
- Working knowledge of medical/psychological terminology
Skills
Essential criteria
- Copy type and transcribe accurately from audiotape and/or shorthand. Touch typing at 50+ wpm required
- Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties
- Communicate effectively in the English language and demonstrate both verbal and written comprehension skill
- Work on own initiative, prioritise work and consistently meet deadlines
- Depending on work area, lead, motivate and manage staff in a positive manner to facilitate delivery of an effective service
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
- Austin Barnett
- Job title
- Team Manager
- Email address
- [email protected]
- Telephone number
- 01423 795190
- Additional information
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