Medical Secretary/clinical Administrator

Medical Secretary/Clinical Administrator - 30 Hours per Week (Between 9-5 Monday to Friday)

An exciting opportunity has arisen to join a friendly and dynamic team, providing medical secretarial and administration support to the Integrated Mental Health and Substance Misuse Team at HMP Stoke

To provide medical secretarial and administration support to the Integrated Substance Misuse and Mental Health Team. This includes the provision of support services to facilitate patient care delivered by the team and liaison with other staff groups and outside agencies. To provide an office administration and support service to the Integrated Substance Misuse and Mental Health Team undertaking any administrative duties required. These duties will include general day to day administrative activities, specific requirements to provide support to the Senior Management Team, Service and Clinical Leads, Team Managers. Plus support to the HR, Finance, Recruitment and the meetings function of the team.

Our service North Staffordshire Combined Healthcare Trust, as part of Stoke Heath Integrated Care, provide high quality and innovative substance misuse services to the population of Stoke Heath Prison. Stoke Heath is a closed category C male and young adult resettlement prison. It is situated near to Market Drayton, Shropshire.

We are a small dynamic and passionate team who strive to provide the best evidenced based care possible. We have an active clinical caseload of 100 patients and we are working towards the development of a Co-Morbid Mental Health and Substance Misuse Service. We provide great developmental opportunities for staff.

Our service operates 0900-1700 hrs over a 7 day week.

Our organisation is driven by our strategic objectives and organisational values and we look for people who are strongly aligned with them

Transcription and production, from digital dictation/audio-tape, of medical typewritten reports/ correspondence, using word processing packages in line with agreed timescales. This may include assessments, hospital referrals, detailed discharge summaries and other relevant clinical and non-clinical correspondence which may be of a distressing nature.

To record details of patient assessments, etc. onto SystmOne.

To liaise with and deal with enquiries from the medical and multi-disciplinary team, outside agencies i.e., commissioners, probation officers, solicitors, prisons, GPs, social services and other health care workers associated with patient care; using initiative when responding. Some telephone calls may necessitate written follow up or information.

To respond to telephone enquiries, this may include calls from patients/relatives which may be distressing, using initiative in responding.

To produce reports, presentations and spreadsheets from a variety of sources to a high quality in line with the Inclusion brand using a range of software packages. This may also include the production of highly sensitive paperwork i.e., the transcription of final formal stage correspondence and paperwork for organization change processes.

To assist in the preparation of patient reports and treatment plans utilising clinical systems i.e., SystmOne.

To co-ordinate diaries and organise internal, external meetings and training, book venues and arrange hospitality.

To prepare meeting packs in line with procedures for meetings across Stoke Heath Integrated Care (SHIC), attend meetings to take and transcribe accurate minutes, ensuring action logs and minutes are circulated to participants in a timely manner.

To collate contract monitoring reports for regular submission to Commissioners.

To participate in departmental induction training for newly appointed staff.

To maintain an effective filing system in line with the Trust retention schedule, setting up new personnel files and using initiative to respond/forward enquiries to managers when required.

Carry out other reasonable duties connected with the post that may be required from time to time.

To support the implementation and decommissioning of services.

To take responsibility for maintaining stationery stock levels and re-ordering of stock when required.

To ensure the Multi-Functional Devices are operational, arranging regular maintenance and ensuring sufficient stock of consumables.

Ensure that redundant equipment is disposed of in line with Trust procedure as and when required.

Assist the Senior Management Team in maintaining the health, safety and security of the Office.

To take responsibility for the day to day supervision and training of the team apprentice/ volunteer, as required.

To take on one of the lead roles within the team

To monitor, co-ordinate and record annual appraisal compliance for all staff in line with Trust policy.

Demonstrates office systems to new starters

To provide administrative cover for the SHIC Administration team when required.

Undertake other duties as may be required from time to time in accordance with the nature