Job summary
- Main area
- Medical Secretary
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job share
- Flexible working
- Job ref
- 395-EC653-24
- Employer
- NELFT NHS Foundation Trust
- Employer type
- NHS
- Site
- Stapleford House
- Town
- Chelmsford
- Salary
- £25,147 - £27,596 per annum
- Salary period
- Yearly
- Closing
- 30/07/2024 23:59
Employer heading
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
Job overview
To work flexibly to provide efficient, high quality secretarial, administrative and support services to the Consultant Psychiatrists in the MID CAMHS Team and to maintain office cover. This will include the typing of letters and memoranda and reports; diary management and booking appointments; responding to patient queries via telephone.
To maintain and upkeep registers etc., using database/spreadsheet applications, arrange investigation appointments for patients at the request of the Consultant and where appropriate, maintain a comprehensive investigation results file and ensure all results are brought to the attention of medical staff so that appropriate action can be taken.
To act as a first point of contact to young people, their families GP’s, consultants from other disciplines, CPNs other medical/professional staff, and professionals from other services and professional backgrounds. Some young people and or their parents may present as anxious, angry or distressed. Our patients and their carers need to be treated courteously, appropriately and efficiently.
To act as senior administrator, providing supervision to administration staff and ensuring daily, weekly and monthly tasks are completed efficiently by the team.
Main duties of the job
- Providing secretarial support to the clinical team by booking appointments, audio typing, typing reports, organising clinics, opening referrals, booking review appointments, responding to any difficulties with access to prescriptions and diary management.
- Keeping up to date spreadsheets and data bases.
- To record data and information on system one and to ensure accuracy and that it is kept up to date.
- To undertake telephone duties, dealing with patient/professional enquiries, problem solving and taking accurate messages for the team
- To undertake general office duties including photocopying, filing, faxing, shredding etc. as required
- To provide cover for the Medical Secretaries and wider admin team as directed by the Line Manager
- To attend relevant training, team meetings and supervision
- The post holder is to recognise the sensitivity of the business undertaken and to ensure strict confidentiality at all times
- To demonstrate a good level of customer service.
Working for our organisation
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.
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).
Certificates of Sponsorship
Although we are a registered sponsor organisation, we are unable to offer sponsorship for all job roles. Please check your eligibility under the UKVI points based system.
Detailed job description and main responsibilities
- Booking patient appointments
- Diary management
- Report writing/audio typing
- telephone enquiries from patients/families and professionals
- general admin duties
- supervising other admin staff
- recording on system one
- dealing and managing confidential and sensitive information
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 criteria
- NVQ level 2 or equivalent standard of literacy and numeracy.
- NVQ Administration/ Customer Service Level 3 or equivalent level of proven experience
Desirable criteria
- RSA Text and Word Processing Level 2
Experience
Essential criteria
- Working in an NHS environment.
- Significant administrative experience
- Handling sensitive and confidential information
Desirable criteria
- Experience of supervising others.
Knowledge
Essential criteria
- Maintaining efficient administrative systems.
- Maintain confidentiality/data protection.
- Understand the needs of clients and deal tactfully and sensitively with Concerns.
- Excellent interpersonal skills in a customer focussed environment.
Desirable criteria
- Establish and maintain good working relationships.
Employer certification / accreditation badges
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Documents to download
Further details / informal visits contact
- Name
- Joanne Seward
- Job title
- Team Manager
- Email address
- [email protected]
- Telephone number
- 07967 795475
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