Medical Secretary

**Job Description and Person Specification**

**Job Title **Specialist Administrator - Medical Secretary

**Salary **£20,500 - £24,500 dependent on skills & experience

**Hours of Work **37.5 (negotiable)

**Reporting to **Service Manager of the relevant Service Area

**Our history**

The Retreat was founded by Quakers in York in 1792 and for over 200 years it has been a source of hope, comfort, support and care for people with mental health difficulties.

Founders William Tuke and his family took an innovative and compassionate approach which led to major legal reforms in the care of mental health in the UK and beyond. Every textbook on the history of mental illness mentions the unique part played by The Retreat in the reshaping of attitudes. This approach of innovation and humane care endures to this day and is something which we feel privileged to continue.

**Working at The Retreat**

Our Quaker heritage and values underpin everything that we do, and our team are committed to our core values of compassion, collaboration and community, enabling people to gain hope and encouraging resilience.

You will be supported both personally and professionally with consideration taken to your own wellbeing and development. We actively support the development of our team through monthly supervision and encouraging career advancement.

35 days holiday (including Bank Holidays and a day off on your birthday)

Good pension scheme

Family friendly policies

Flexible & home working

Free car parking

Employee Assist Programme; giving access to a range of advice and support

Well-being support

**Roles and Responsibilities**

**Specific**
- The Medical Secretary is expected to: - _

1. Take incoming telephone calls and making outgoing calls on behalf of Consultant
Psychiatrists.

2. Take a record of and transmit messages for the Consultants.

3. Use The Retreat’s systems to schedule appointments and prepare client files in advance of therapy sessions.

4. Be responsible for requesting and making sure any additional information requested by the
Consultant is received in a timely manner from referrers.

5. Ensure Consultant productivity by maintaining calendars, scheduling patient appointments and consultations, professional meetings, and any other relevant events.

6. Transcribe and edit dictation, prepare medical reports and summaries, patient histories, clinical notes, manuscripts, and correspondence where appropriate

7. Develop and use The Retreat’s electronic filing and retrieval systems, maintaining patient records and recording meeting discussions.

8. Use The Retreat’s systems to ensure that any patient invoices are entered, monitored, and processed.

9. Maintain patient confidentiality and ensure all information is processed and stored in accordance with GDPR.

10. Maintain office supplies for the Consultants by checking stock, anticipating needs, placing and expediting orders and verifying receipt.

11. Adhere to professional standards, The Retreat’s policies and procedures, local requirements and the CQC standards.

12. Update job knowledge by participating in educational opportunities.

13. Enhance Consultants’ reputation by accepting ownership for accomplishing new and different requests, exploring opportunities to add value to job accomplishments.

**General**

1. Attend to own personal and professional development needs as identified in a Continuing
Professional Development plan. The Retreat will contribute to the finance and time needed for this (where appropriate and authorised).

2. Participate in a process of annual appraisal, in accordance with The Retreat’s policy.

3. To work to team/organisational Key Performance Indicators (KPIs) and individual objectives as part of the Retreat performance management framework

4. Take an active role in ensuring the positive ethos of the organisation is upheld, through compassion, collaboration, care and community.

5. Promote the rights of our customers and keep their wishes at the centre of their care and support, ensuring we ask and respond to their experiences.

6. Take responsibility for ensuring the health and safety of self and others in the organisation, as set out in the Health & Safety and Fire Safety Policies.

7. Uphold the organisation’s equality, diversity and inclusion policy and practices.

8. Ensure a good understanding of the workings of The Retreat by familiarity with the staff handbook, and ensuring all policies and procedures are followed as a key requirement.

9. To take personal responsibility to protect and enforce the organisation’s brand, reputation and Intellectual Property.

10. Use BreatheHR for your own records, and those of others (if you are a line manager) as well as for keeping up to date with organisational documentation and announcements.

11. To be available to work occasional evenings and weekends, as may be required.

12. Carry out other duties and take specific responsibilities that may be commensurate with th