Medical Pa

To provide secretarial and administrative support to the Consultant Psychiatrist and associated medical team based at Chalkhill Hospital. To undertake responsibility for the day to day management of the administrative, clerical and secretarial functions associated with the provision of a Consultant led service. This includes working and acting on own initiative and dealing with potentially
complex situations. To consistently deliver a client focussed service, which promotes good customer service and effective working relationships.

To protect the health and safety of our staff/workers, patients, and those attending our sites, we encourage our workforce to get fully vaccinated against COVID.

To work directly to the Consultant and their medical team, providing a comprehensive and highly efficient secretarial and administrative support service.

Take responsibility for the safeguarding and protection of children and
young people and vulnerable adults very seriously, as does The Trust. The
Trust works with adult and children’s social care to ensure that the
integrated service has systems in place to equip staff with the knowledge
and skills to recognise abuse, and take action to safeguard and protect
vulnerable adults and children and young people. It is expected that all
staff familiarise themselves with the appropriate structures and policies
and with the Sussex child protection and safeguarding procedures and the
Sussex multi-agency policy and procedures for safeguarding vulnerable
adults and undertake the relevant essential training and further training
appropriate to their role.

To be responsible for diary management, adhering to the Trust policies.
Provide a first point of contact for all face to face and telephone enquiries from a broad spectrum of people, including service users and their carers, staff at all levels both from within and outside of the Trust and external agencies, providing a highly professional, confidential messaging service, taking follow up action as appropriate. This includes taking
complex and sensitive telephone calls, listening and guiding callers through a satisfactory response and knowing when to seek appropriate medical advice. This often involves contact with service users, their carers and advocates and relatives.

To provide excellent administrative and secretarial support, using appropriate software packages (this may include audio typing / speed writing / shorthand), working to strict timescales and to a very high standard of accuracy, using Trust templates, in line with Trust
guidelines. Documents include meeting minutes and agendas, clinical reports and clinical correspondence.

Organise and arrange service users clinics; make necessary arrangements for case reviews.

To maintain electronic service user records on the appropriate Trust software packages in order that all information is up to date.

To maintain clerical service user records, adhering to Trust policy on service user record keeping, standardised procedures for filing service user records and Trust archiving procedures / policy (to include all relevant Mental Health Act paperwork).

To organise transport, interpreters and other service for service users, as and when necessary.

To be proactive in organising and prioritising workload, managing own time effectively, highlighting problems as they arise (when the Consultant and medical team are available) and proposing possible solutions within available resources.

To take minutes as and when necessary.

To photocopy and distribute documents both internally and externally as required.

To carry out other general office duties i.e. faxing, laminating, shredding of confidential information and documents and maintaining appropriate level of security of documents at all times.

To liaise with GP’s, mental health services, voluntary service agencies, social services, police, probation and other appropriate agencies or individuals with regard to service user issues.

To provide cover for other secretarial and administrative staff as appropriate.

To participate in a rota to cover reception duties if required