Medical and Team Secretary

Job summary

hours per week.

An exciting opportunity has arisen for a highly motivatedand enthusiastic individual to join the Psychiatric Liaison Service, based atDerriford Hospital, employed by Livewell. This role is hours per week,this will include some weekends. The post holder will be supporting highlyskilled mental health consultants and clinicians. Our service operates 7 days aweek, 24hours a day, therefore shift patterns will be up to 12hours but thiscan be negotiated.

Main duties of the job

The post holder will undertake a dual/merged role of medicalsecretary and team secretary within this developing service. This will includeproviding secretarial and administrative support to the Liaison Team andleadership.

The post holder will provide a comprehensive medicalsecretarial service to the team psychiatrists, largely made up of consultants.A thorough working knowledge of complex medical terminology will be requiredfor this post, with an expectation of flexible working and ability to workwithout direct supervision and managing ones own workload.

This role may not be eligible for sponsorship under the Skilled Worker route; please refer to the Direct Gov website for more information with regards to eligibility.

Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity.

All Livewell staff are expected to be able and willing to work across a 7- day service.

The post holder will support the team in secretarial dutiesworking across the week to provide continuity of information across the busyservice.

About us

Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs.

As an organisation with a strong social conscience we are guided by our values, kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve.

We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives.

We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation.

Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert.

Job description

Job responsibilities

Key Tasks and Responsibilities of the Post

The post holder will liaise with patients, healthprofessionals and other agencies as required.

Communication and Relationship Skills.

The post holder will liaise with patients, healthprofessionals and other agencies as required.

The post holder will have excellent communication skills, beaware of the importance of maintaining confidentiality.

The post holder will ensure prompt updating of theelectronic record keeping system in relation to staff/patient activities andwill input data into the computer system regarding referrals, episodes,contacts and discharges in line with existing policies.

The post holder will co-ordinate staff activities and keepteam diary up to date.

The post holder will have the ability to receive informationand ensure it is passed on as appropriate.

The post holder will have the ability to communicate clearlyand effectively over the telephone within the boundaries of confidentiality.

The post holder will maintain accurate, timely electronicrecords and ensure that they are kept safely in accordance with LWSW polices,including the Data Protection Act (1998) and the LWSW Confidentiality post holder will demonstrate a positive attitude to mental health,attending to patients with respect and courtesy.

Knowledge, Training and Experience

The post holder will be responsible for updating knowledgeand skills, including LWSW mandatory training and adhere to policy andlegislation relating to the team and the post.

To support staff in keeping up to date records of all stafftraining, collate information and provide the training department with regularreport.

Analytical and Judgement Skills

Ability to deal with emergency telephone calls and act asappropriate with the support and supervision of qualified nursing/medicalstaff.

Planning and Organisational Skills

The post holder will have the ability to plan and prioritisetheir own workload on a day-to-day basis.

The post holder will attend, minute and take part inmulti-disciplinary team meetings

The post holder will have the ability to plan meetings andaccommodation as required.

The post holder will have the ability to liaise with otherservices to arrange appointments.

The post holder will be responsible for keeping informationand resources kept on notice boards up to date.

Physical Skills

The post holder will have competent keyboard skills.

Responsibilities

To take responsibility for the allocation of work and ensureit is completed within given timescales, working with the administration andclerical teams to ensure continuity of service.

To assist in the recruitment and selection of administrationand clerical staff.

To manage diaries for doctors.

To train new admin and clerical staff members as required.

To ensure the provision of a quality administration serviceto all members of the multi-disciplinary team, incorporating the production ofletters, assessments, and client case notes and other service relateddocumentation.

To ensure local policies and procedures are adhered to aswell as LWSW policies and procedures.

To assist in the projection, management and development ofnew admin and clerical systems and processes as and when required ensuring theservice runs effectively.

To provide general administrative and secretarial support tothe Liaison Psychiatry Team, Team Manager and duty Medic/Consultant, includingprompt updating of electronic record keeping system in relation tostaff/patient activities and will input data into computer system regardingreferrals, episodes, contacts and discharges in line with existing policies.

The post holder will be based at Derriford Hospital butmight require traveling across locality.

The post holder will provide typing, filing, orderingstationary, arranging and contributing to meetings including taking minutes.

The post holder will be able to work flexible hours across 7days a week.

The post holder will need to have the basic knowledge andskills to be able to audio type dictation from the Consultant/Medics.

Person Specification

Experience

Essential

Experience of secretarial/personal assistant role including diary management. Handling various telephone enquiries. Receiving visitors. Minute taking. Experience of arranging meetings. Experience of using and maintaining filing systems. Experience of taking and transcribing formal minutes, Audio typing, using the full range of Microsoft Office suite. Working in a multi-disciplinary team.

Desirable

Relevant experience working in a secretarial capacity

Knowledge

Essential

Knowledge of secretarial and administrative procedures and systems. Knowledge of Microsoft Word, Outlook, Excel, Publisher, PowerPoint Excellent IT skills. Excellent communication skills dealing with patients, visitors and staff in an efficient and courteous manner over the telephone and in person Excellent written and verbal skills. Ability to work on own initiative and with minimal supervision. Ability to develop good working relationships with colleagues at all levels.

Desirable

Knowledge of Mental Health Services and wider NHS Adult Safeguarding Child Protection. Knowledge of SystmOne Knowledge of specialist medical terms. Understanding/experience of supporting people with mental health issues.

Qualifications

Essential

Educated to Vocational Level 3 (NVQ3) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience Maths & English GCSE Grades 4 and above or equivalent. Relevant Audio typing/medical. Intermediate word processing, MS Office word and excel. Excellent spelling, grammar and layout. Secretary/secretarial qualification or experience.

Desirable

An appropriate qualification/CPD in audio typing and minute taking.

Specific Skills

Essential

Sensitivity to confidential information. Ability to manage own time to ensure priorities are met and quality is not compromised. Excellent organisation skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines. Ability to work under pressure.

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