Medical Secretary/ Administrator

2 weeks ago

London, Greater London, United Kingdom Central and North West London NHS Foundation Trust Full time

We are looking for a full-time motivated and enthusiastic, medical secretary/Administrator with a wide range of office skills to provide administrative and secretarial support to the Learning Disabilities Community Psychiatrists and the Intensive Support Function (ISF) Team.

The post holder will be the primary point of contact and will be responsible for managing enquiries that come into the service in a manner responsive to customer needs and in accordance with consent to share information.


Other duties include providing secretarial support to the LD psychiatrists/ISF, including appointment management, processing letters and correspondence on behalf of the doctors/ISF, minute taking, post distribution, receiving and disseminating information, maintaining the electronic patient database and general administrative duties.


English and Maths GCSE or equivalent is essential to the post plus previous administrative/secretarial experience and excellent communication and organisational skills.

A comprehensive knowledge of Windows packages is also required.


The post holder will be an integral member of the Community Learning Disability Team, providing secretarial/administrative support to the medical staff and the ISF within the team as defined in the principal responsibilities of the post.


The post holder will also act as one of the central points of contact for patients/relatives, ensuring a positive corporate image and good client care is promoted at all times.


The post will be supervised and the post holder will liaise closely with other administration staff on a day-to-day basis as well as liaise with the Tri-borough Learning Disability Team / Hospital managers, and other departments as necessary.


The post holder will be able to prioritise their own workload, whilst effectively managing competing priorities within their own workload and also the wider general office environment.


The post holder will be required to provide cover for the other administrative staff within the service as and when necessary and during periods of absence, to ensure the continued smooth running of the service.


The Community LD team has recently moved to Borough-Based Management and is now part of the Westminster Mental Health Service.

The LD Psychiatry provision has always operated out of 1-9 St Marks Road, London W11 1RG (RBKC) and 215 Lisson Grove, London NW8 8LW (Westminster) and has established close links with respective Community Learning Disability Teams including Social Care Services.

The successful applicant may have contact with patients or service users.

As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.


Main Responsibilities include the following:

Secretarial:

  • To prepare and distribute documents by copy or audio typing using Microsoft office software (letters, memos, MCA assessments, psychiatric reports, discharge summaries, etc) and forward to the appropriate agency ensuring that all policies and procedures are adhered to.
  • To be the primary pointofcontact for the medical staff and be able to deal with enquiries on their behalf, take messages accurately, give information and advice (not medical) to GPs, relatives and other staff involved with the patient in a manner responsive to customer needs and in accordance with consent to share information.
  • To have the skills and knowledge to redirect queries to relevant people if necessaryDeal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible.
  • To ensure that all actions, dates of meetings, and other relevant information are processed as appropriate.
  • To ensure that all referrals addressed to Psychiatrists are processed via the team's single point of entry system.
  • To process enquiries from service users within professional boundaries.
  • To ensure that the Consultant Psychiatrist(s) is/are prepared for any meetings, conferences in order to ensure effective participation.
  • To transcribe replies to routine correspondence as required.
  • To print off previous clinic letters when notes cannot be found for next clinic.
  • To actively maintain and manage an efficient diary system for the medical staff (electronic/paper), arrange appointments, book meetings ensuring room booking and efficient time management and forward planning of clinics, leave etc and ensure sensible and effective time management of such. Coordinate travel/accommodation arrangements as necessary. Schedule in on call shifts and arrange swaps as necessary.
  • To ensure attendance at internal and external meetings as and when required.
  • To minutetake at meetings as requested by Psychiatrist or Service Manager.
  • To ensure that all relevant paperwork is filed correctly in client files and uploaded to the
electronic record system.

  • To liaise with wards, ou

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