Medical Secretary

To be an integral link between members of the multi-disciplinary team and the administration team. To be first point of contact for manager/associated team. Take and forward accurate messages in a timely manager. Produce clear and accurate written correspondence (including the composition of adhoc routine letters) eg letters, memos, report, presentations, audio recording of minutes and use of Trust Intranet and Internet as required.

Analytical and Judgemental Skills To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority material. Keep appropriate statistical records/information as and when required by the manager/associated team for audit purpose. Provide statistical returns when required which may involve entering statistical data onto data bases. Maintain and monitor service/department staff records, eg annual leave, training and personal contact information and proactively support cover arrangements in times of absence.

To manage both telephone and face to face contacts with distressed families and service users in a supportive manner. Consider line management issues and decide on a course of action to be taken. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to line manager.

Planning and Organisational Skills Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to assigned manager/associated team in a timely proactive manner when these standards have not been met, and enabling appropriate action to be taken. Implement planned actions and response, communicating changes as appropriate. Arrange meetings, hospitality, venues, distributing agendas/notes and managing multiple diaries. Prioritise own tasks, exercising a degree of independence, initiative and judgement.

Refer and seek guidance on issues outside of post holders level of competency or authority to line manager Organising meetings and conference calls internally and externally. Responsibility for Patient/Client Care, Treatment and Therapy Act as a principle point of contact for users of the service, eg Individuals from within/outside the Trust, people who use our services and members of the public. Responsibility for Policy and Service Development Implementation The post holder may be asked to contribute to audit and research projects within the service to inform service development and standards. Implement administrative policies.

Adhere to all Trust and departmental policies and procedures relating to their role, may be required to comment on reviews. Maintain and continue to improve knowledge and understanding of the Trust/Service including systems, policy and current issues, particularly to own area of work. Responsibility for Finance, Equipment and Other Resources The post holder will order stationery and other necessary items for the team via the procurement system. Maybe required to oversee petty cash receipts.

Maintain the safe keeping of Trust property. Any concerns regarding misuse shall be raised immediately with the Trust Counter Fraud Specialist. Ensure the proper use of the Trust resources, such as stationary, telephone usage photocopying and other consumables used within the course of business. Ensuring mínimal waste and cost.

Suggest efficiency savings to more senior staff. Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management Day to Day line management of admin team. Recruitment and selection as necessary.

To complete all Personal Appraisals and Reviews on an annual basis, setting clear objectives and realistic and measureable outcomes. Work allocation. Provide immediate guidance and assistance in problem solving. Responsibility for Information Resources and Administrative Duties Utilise information technology to create graphs and charts, posters etc.

Provide secretarial support to psychiatry team, including managing caseload ensuring follow up appointments are booked in a timely manner. Type confidential correspondence and reports. Maintain an efficient and effective filing system. Take and distribute formal minutes as necessary.

Developing/maintaining multiple electronic filing systems. Maintain accurate information about the Directorate such as organograms (Structure charts) and contacts lists. Responsibility for Research and Development Contribute to audit and research projects within remit of job role. Freedom to Act The post holder will be expected to work without direct supervision and manage their own workload.

Accountable for own actions, manager available for reference. Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competenc