Medical Secretary

An exciting opportunity has arisen for a highly motivated and enthusiastic individual looking to gain experience as a Medical Secretary in our Adult Outpatients department.
If you have excellent administrative skills, a can-do attitude and enjoy working as part of a team we would love to hear from you
To provide a comprehensive administrative/secretarial service to the Consultant Psychiatrist and supporting medical team. The post-holder will be expected to manage their workload with the Consultant and team and co-ordinate activities to ensure that an efficient service is provided in such a way as to make a direct and positive contribution to the organisation of the work.
It is essential that the post-holder should exercise initiative commensurate with the role of a Medical Secretary.
The post-holder will be flexible and use their own initiative to organise their workload, dependent upon the priorities and requirements at that time. Sensitivity to people with mental health needs is essential within this role.
As this role involves working across a clinical team with a need to have direct contact, it is unsuitable for agile working and must be conducted at the designated base.
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.
If you come and work for us we will offer a range of benefits and opportunities, including:
Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
Flexible working opportunities to support your work/life balance
Access to Continued Professional Development
Involvement in improvement and research activities
Health and Wellbeing activities and access to an excellent staff wellbeing service
Access to staff discounts across retail, leisure and travel
Provision of full secretarial service to Consultant and supporting medical team which includes typing letters, psychiatric reports, non-clinical typing and recording minutes of meetings.
- To carry out general administrative duties for the Consultant and his/her supporting medical team to include information gathering and circulating correspondence. Dealing with internal and external mail (paper and electronic), managing this communication by responding to routine matters not requiring the urgent attention of the Consultant and ensuring timely dissemination. Filing, scanning and photocopying documents.
- To deal with telephone enquiries (often from patients who are distressed) and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and tactful manner.
- Responsible for recording referrals, appointments and related information in a timely manner in accordance with the Data Quality Policy and supporting Data Quality Guidelines. To directly collate and input data on PARIS in relation to outpatient and/or inpatient activity. To deal with telephone enquiries (often from patients who are distressed) and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible
and tactful manner.
- To take additional referral information or clarify the nature of referrals by telephone and signpost to appropriate agencies, as required.
- Arrange urgent clinic appointments, ensuring all relevant departments are notified accordingly including Community Mental Health Teams and the Outpatient Department.
- On behalf of the Consultant and his/her team, to actively manage patients who disengage in line with Tableau reporting and ensuring opt-in letters are sent, responses are obtained and further intervention is arranged.
- Able to work unsupervised and manage own workload, exercising the highest standard of confidentiality using independent judgement and initiative, based on acquired knowledge and experience,
- Demonstrate influence and composure when working under pressure and to strict deadlines.
- Ensure effective liaison between a range of staff, patients and relatives. To arrange community visits by Consultant, communicating with patient’s relatives to arrange personal interviews with Consultant and giving appropriate advice wherever possible.
- Ensure the prompt typing of discharge summaries (as necessary), subsequent follow up appointment letters, reports and general correspondence within agreed standards.
- Maintain Consultant’s electronic diary, incorporating a “bring forward” system, ensuring that documentation is available prior to scheduled meetings.
- Timely filing to ensure that accurate copies of co