Apprentice Associate Medical Secretary

Parents living in London that are currently unemployed, or earning less than £10.85p/h, with child(ren) aged between 6 months and 11 years old.

Job seekers that are currently residents in Southwark

London residents 19+ that want to secure employment within the Early Years sector

Unemployed adults living in East or West Sussex, or East Surrey

Female adults living in East or West Sussex, or East Surrey that are looking to progress in their job and achieve a better labour market status.

**Job Title: Apprentice Associate Medical Secretary**

**Apprenticeship Level: Level 3**

**Apprenticeship Programme**:Business Administrator

**Apprenticeship Duration**:15 Months

**Qualifications required**: A*-C GCSE or equivalent in Math and English (certificates required as evidence)

**Location**:Westminster

**Working week**:Monday - Friday 9am - 5pm (37.5 hours a week)

**Salary**:We pay in accordance to the National Living Wage:
16 - 17 years old, salary is £8,888.88
18 - 20 years old, salary is £12,621.44
21 - 22 years old, salary is £16,084.64
23 and over, salary is £17,142.84

**Positions: x1**

**Full Description**

The duties and responsibilities listed below are representative of the Associate Medical Secretary role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the secretarial service.

**Secretarial/Administrative responsibilities**

Provide full secretarial support to the consultants and members of their teams with respect to their general medical duties and specialist work.

Type clinical letters which may include those of a distressing or emotional nature, as well as discharge summaries or other relevant correspondence and documents as required in line with the Trust targets and local SOPs.

Complete general clerical duties including photocopying, filing, collection, opening and distribution of post, faxing, arranging couriers, shredding of confidential information.

Be aware of, and ensure co-ordination of work to meet quality standards with regard to accuracy and deadlines.

Ensure that all daily tasks and ongoing workloads are prioritised and completed within agreed time frames.

Prioritise incoming correspondence and ensure it is promptly dealt with the appropriate member of staff.

Manage the transfer of patient information in line with the Trust policies and procedures for patient records and clinic processes.

Receive and forward referrals to the appropriate departments or clinicians to ensure appointments are arranged within NHS and local waiting time standards.

Book investigation appointments for patients in accordance with time frames specified by the consultant and ensure patient files are updated with relevant information following the investigations.

Act as a central point for information and communication for the clinical team.

Locate, collect and book patient notes in and out of the department as required.

Assist with induction and on-the-job training of new and agency members of staff.

Assist in providing cover for other secretaries in the Directorate to ensure continuity of service to consultants, medical staff, service users and patients.

Participate in departmental development initiatives as appropriate and participate in departmental meetings.

Undertake any training as required to complete the tasks associated with the role.

Undertake any other duties commensurate to the grade required to ensure the smooth and efficient running of the office.

**Information Systems**

Effectively and efficiently administer and maintain all relevant IT systems including PAS (Patient Administration System) and other local systems.

Maintain office filing systems both manually and electronically.

Via PIMs, book and make changes to appointments, help with rescheduling of clinics.

**Communication**

Manage and answer all telephone calls related to the service, ensuring that patients and visitors are communicated with in a sensitive and effective manner and problems are dealt with promptly and efficiently, referring to senior secretarial support when appropriate.

Handle confidential patient information and material in a sensitive and discrete fashion in compliance with Trust policy and procedure.

Communicate effectively with a multi-disciplinary group of people.

Liaise with other departments and members of the Trust to ensure the smooth running of the office and to assist the functioning of the team

**Company benefits**

You are entitled to 27 days holiday

**Health discounts**

The Health Service Discounts scheme is specifically for staff, with over 1 million members. National discounts are available from major retailers

Blue Light Card - The Blue Light Card scheme provides staff with discounts online and on the high street. You can sign up for free to access all of their special off