Job vacancy: Medical Secretary, NELFT NHS Foundation Trust, Barking

Job summary

Main area: Administration
Grade: NHS AfC: Band 4
Contract: Permanent
Hours: Part time - 18.75 hours per week
Job ref: 395-BD130-24-B

Employer: NELFT NHS Foundation Trust
Employer type: NHS
Site: Barking Community Hospital
Town: Barking
Salary: £26,530 - £29,114 Plus HCAS per annum pro rata
Salary period: Yearly
Closing: 05/12/2024 23:59

Medical Secretary

NHS AfC: Band 4

Joining #TeamNELFT means you’ll become part of a welcoming and supportive working environment. We’re CQC rated Good, and we want you to join us on the journey towards an Outstanding rating. NELFT has sites across North East London, Essex, Kent and Medway. We provide community and mental healthcare services to adults and children within these areas.

The Trust has award winning equality and diversity initiatives and staff health and wellbeing activities. We invest heavily in your development, because when you are valued and supported, we provide the best care to our patients. We are a Level 3 Disability Confident Leader, have been featured in the Working Families Top 10 Employers benchmark for three consecutive years, and we have achieved a Carers UK Level 1 Accreditation. Along with our staff networks and training opportunities, we work hard to embed a just and compassionate culture here at NELFT.

Find out more about NELFT careers and what makes our Trust a great place to work, in this video

Detailed job description and main responsibilities

Transcribe, from recorded dictation or handwritten notes, all discharge summaries, clinic letters & all other correspondence generated by consultants & their teams, i.e. detailed & complicated Reports for Courts, Tribunals, Case Conferences & Minutes of Meetings. Some reports & letters are of a distressing nature. Signing letters on behalf of medical staff as and when required.
Keep patient records up to date on the Trust’s electronic data base. (RIO) This forms a large part of the role & training will be given as required.
Enter correspondence & notes related to patients onto RIO & file paperwork for meetings etc. & ensure medical notes are returned to Medical Records.
Service any meetings as required by medical staff or the Admin Manager including distributing minutes & agendas.
Deal with telephone callers in a courteous manner, giving appropriate advice, taking & relaying messages accurately, processing enquiries & keeping a record of these transactions. Telephone calls may be of a sensitive nature.
Make appointments as necessary, contacting patients, carers & other agencies as required, ensuring that all outward post is despatched as quickly as possible
Open, distribute & deal with medical staffs’ incoming mail. Compose response letters as & when required.
Maintain an electronic diary system for the Medical Staff and arrange room bookings as and when required.
Undertake any typing, photocopying, collating and distribution of documents as required by the Medical Team.

Front of House

Facilitate the smooth running of the service, dealing sensitively with any complaints, problems or issues arising, highlighting and referring problems where necessary to the line manager.
Take clear messages and pass them promptly to the appropriate member of the team using own judgement on urgency.
Responsible for ordering stationery and other supplies via the electronic procurement system, receipting goods and chasing shortfalls.

TRAINING AND DEVELOPMENT:

Attend and contribute to staff meetings and mandatory training courses. To take responsibility for own personal and professional development

At times, required to set own priorities and act independently under the constraints and demands of the job, deciding when it is necessary to contact the line manager.

Please see the attached job description and person specification for further details on this vacancy.

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.

Person specification

Experience

Essential criteria

Previous secretarial experience
Experience of working in a Mental Health Organisation

Qualifications

Essential criteria

NVQ level 2 or equivalent standard of literacy and numeracy

Knowledge

Essential criteria

Handling sensitive and confidential information

Skills

Essential criteria

Good working knowledge of RiO, Outlook, Word, Excel, Power point, Access
Worked for NHS
Minute taking experience

Benefits

We believe in bringing your authentic and best self to work, in order to deliver the best care to our patients. We are committed to supporting our employees holistically. Here is a snapshot of what is on offer at NELFT:

A long-standing and award-winning approach to equality and diversity with supportive networks for ethnic minority staff, staff with disabilities or long term/chronic conditions and LGBT staff.
A commitment to supporting colleagues to achieve a work life balance, through flexible working opportunities and our efforts to support our working parents and carers. This has resulted in us being recognised as a ‘Top 10 Family Friendly Employer’ from the Working Families Charity.
Proactive health and wellbeing support, including access to our employee assistance programme, staff psychological support, individual wellbeing conversations and a network of health and wellbeing ambassadors.
Detailed information about our wellbeing and benefits offer can be found in this link.

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that’s a job share, part time hours or another flexible pattern.

Supporting our Armed Forces

We recognise the valuable contribution that the Armed Forces community make to our organisation. We have signed the Armed Forces Covenant and achieved Gold Award under the Armed Forces Employer Recognition Scheme. We have supportive policies, guaranteed interview schemes for veterans. reservists and military spouses and give additional leave to our Reservists so that they can attend their annual camp.

Equal opportunities employer

We are committed to equal opportunities and diversity and positively encourage applications from all sections of the community regardless of any protected characteristic.

We are a Disability Confident employer and have made the pledge to commit to employing more people with disabilities. If you require this application in another format i.e. Braille or audio tape please contact the recruitment team on 0300 300 1530 or email [email protected].

Correspondence with us

You are advised to regularly check your emails (including any junk mail/spam folders) for correspondence related to this post.

In the event of a high number of responses to any advert, NELFT reserves the right to close the vacancy early. If you do not hear from us within three weeks of the closing date then please assume you have not been successful on this occasion.