Medical Secretary Office Supervisor

4 days ago


Norwich, United Kingdom Norfolk Community Health and Care NHS Trust Full time

We have an exciting job opportunity for an individual to join our Paediatric Medical Secretarial Team as Team Supervisor.

The Medical Secretarial Team provide comprehensive and pro-active secretarial and administrative support to our Community Paediatricians and ADHD Nursing Team ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard, contributing to the smooth running of these Services and overall effectiveness.

The post-holder will be required to provide comprehensive and pro-active support to the Admin Team Lead ensuring the effective and efficient operation of the Medical Secretarial Team. This includes leading on all aspects of administrative and clerical duties, allocation and reallocation of work to the team, and all aspects of day-to-day staff supervision, including acting as first point of contact for staff concerns, performance management, undertaking staff induction and training, and ensuring staff are updated of any changes to the service. Furthermore, the postholder will be expected to build working relationships with the Clinical Leads of the services that are supported by The Medical Secretarial Team and be the first point of contact for any issues which arise with the provision of service, both from within the trust, and when dealing with external service users.

This role requires excellent administrative, verbal, and written communication skills together with attention to detail and the ability to work both autonomously and as part of a team.

To support the delivery of a high quality, safe and compassionate healthcare service.

It is essential the successful applicant does have proven medical secretary experience, has the ability to type to a high standard, has good organisational skills and is able to work on own initiative.
- Good benefits package including a minimum 27 days annual leave, plus Bank Holidays which increases after 5 years and 10 years to a maximum of 33
- Opportunity to join the NHS pension scheme
- Flexible working options
- Wellbeing support (gyms, free eyesight test, cycle to work scheme, Wellbeing resources)
- Supportive, positive culture, with regular supervisions
- NHS discounts

To independently manage, undertake and prioritise a variety of administrative and clerical duties and undertake other general office duties which follow standard processes with the occasional need to deviate. These include:

- Using a range of software programmes including SystmOne, Olympus and PAS to produce, maintain and distribute documents, including adhoc and routine reports, spreadsheets, databases, and presentations, which may include medical terminology and deal with matters of a complex and/or distressing nature.
- Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner.
- Researching appropriate websites, downloading and circulating documents, as requested.
- To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them.

To be responsible for the day-to-day management of the Medical Secretarial Team having oversight of the processes and work demands for all areas of the team, ensuring appropriate prioritisation of work to meet deadlines.

To directly supervise the staff in The Medical Secretarial Team on a daily basis. Including all aspects of first line management for the team and allocation of their work on a daily, weekly and monthly basis. This includes:

- Taking into account the experience, skills set and availability of staff, to allocate work to take into account changes in staff availability and the changing demands of the service.
- To ensure that there is sufficient staffing cover over all services supported by The Medical Secretarial Team during the operating hours of 08:00 to 17:00, Monday to Friday.
- To monitor and update the mandatory training for the team, ensure the staff remain compliant and to rectify any issues as required.
- To monitor sickness absence and to complete absence documentation, including return to work interviews, Occupational Health referrals and supporting staff who are absent from work.
- Deal with any work-related queries from staff on a daily basis taking the appropriate action as required.
- To act as a first point of contact for any staff concerns or issues. To undertake regular supervisions with all team members, dealing with any issues which may arise. Ensure that all supervisions are well documented, and any subsequent actions are completed.
- To assist the Admin Team Lead to create personalised training plans for all team members.
- To manage the induction, training, and ongoing supervision of new starters within the team

To ensure there are robust and effective systems in place to ensure excellent communication within the team and to regularly update staff of any changes to the service.


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