Medical Secretary

2 days ago

St Albans, United Kingdom Hertfordshire Partnership University NHS Foundation Trust Full time

Job summary

Lead in the provision of a comprehensive, professional, effective secretarial and administrative service, for the well-being team. To take a lead within the admin team for Data Quality The post holder is the first point of reference and as such must display a considerable degree of initiative, possess mature.

4

judgement and maintain a calm, friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors.

The post holder will be required to work independently using initiative and applying a high degree of confidentiality to all of their work. Undertake non-routine duties without direct supervision, working within broad procedural guidelines. The post is managed rather than supervised.

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All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

Main duties of the job

Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team.

To be highly skilled and experienced in the full range of secretarial work practices, software programs, and specialised functional terms.

To be highly proficient and expert in care notes, advising and guiding others in team, supporting new users and instructing them as necessary.

To use proficient internet skills to access, search and retrieve data relevant to team.

To use touch typing, audio and shorthand skills as necessary in daily work to produce work in a timely manner.

To use knowledge, and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.

To update skills as necessary and attend mandatory training.

To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.

To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.

To participate in yearly appraisals with supervisor/line manager

About us

Hertfordshire Partnership University NHS Foundation Trustare one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission

Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Welcoming. Kind. Positive. Respectful. Professional.

About us - Hertfordshire NHS Partnership Trust

Heard. Respected. Included. Together, we help people with mental ill-health, learning disabilities and autism to live life to the fullest. We work throughout Hertfordshire, Buckinghamshire, Norfolk...

Job description

Job responsibilities

Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team.

To be highly skilled and experienced in the full range of secretarial work practices, software programs, and specialised functional terms.

To be highly proficient and expert in care notes, advising and guiding others in team, supporting new users and instructing them as necessary.

To use proficient internet skills to access, search and retrieve data relevant to team.

To use touch typing, audio and shorthand skills as necessary in daily work to produce work in a timely manner.

To use knowledge, and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.

To update skills as necessary and attend mandatory training.

To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.

To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.

To participate in yearly appraisals with supervisor/line manager

Clinical Responsibility

To give nonclinical advice only

Responsible for informing services users of appointments, changes to appointments, cancellations in person, telephone or by letter.

To negotiate agreements and co-operation from patients using tact at all times.

To be the first point of call for service users, using developed communication skills and liaising with others to ensure the best possible care.

Leadership and Staff Management Responsibility

To be responsible for the training and development of students/trainees and temporary staff or equivalent others.

Financial responsibility

To manage and be responsible for petty cash

To order non-stock requisitions, researching equipment/products if necessary

To regularly monitor stationery levels, ordering as appropriate.

To maintain and be responsible for maintaining equipment and reporting faults

Service Development and Improvement

To take the lead in deciding and implementing relevant changes to own work area.

To propose changes to working practices for own work area and negotiate with others where other work areas are affected.

To assist the team in research and development activities such as audit

To undertake surveys/audits of own work area as necessary

To be aware of Trust targets and implement in own work area as necessary.

Communications

To Communicate effectively with the Team Manager and team

To exchange confidential, sensitive information with staff, service users and carers, in person or on the telephone. The unpredictability of service users means that persuasive, re-assuring, empathic, counselling skills are required at all times.

To use developed communication skills with service users who may have difficulty understanding, and at times to give disappointing information to service users cancelling appointments

To be experienced with a range of communication methods including written, oral, telephone, fax, e-mail and scanner.

To provide cover for reception, as required and use effective communication in dealing with service users where there may be barriers to effective communication.

Other

The Post holder will be expected to manage their workload during any shift period in a reliable and efficient manner. The post holder must be flexible in his/her contribution to delivering the work of the team.

The post holder will require standard keyboard skill, and the ability to input accurate data whilst listening and communicating with callers, using audio and typing skills.

The Post holder will be required to be able to access information via the Internet and Intranet and through another web-based systems.

The Post holder will be required to effectively use scanning / printing machine to assist them in collecting information.

Person Specification

QUALIFICATIONS/EDUCATION/TRAINING

Essential

NVQ 3 or equivalent. Advanced keyboard skills Experienced at intermediate level in a range of software packages; Word, ? Excel PowerPoint Good working knowledge of email and internet Good standard of English Numerate ECDL qualification Advanced secretarial skills experience in a secretarial environment Experience in a mental health environment or NHS

Desirable

Proficient knowledge of PARIS

SKILLS/KNOWLEDGE/ABILITY

Essential

Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups Proficient in diary management coordinating appointments to ensure best use of Managers' time Experience of transcribing formal minutes of meetings. Experience of supervising and training others Independent/lone working and team working skills Experience of adapting to change and managing work in a changing environment Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work

ANALYTICAL SKILLS

Essential

Problem solving, decision making and analytical skills Responsibility of maintaining accurate records of all referrals and patient details, discharging patients and notifying all professionals and agencies involved.

COMMUNICATION SKILLS

Essential

Excellent verbal and written communication and presentation skills in person, on telephone, fax or email To be experienced in dealing with people in distress in a calm and confident manner, using deescalation skills where appropriate To have proven skills and experience establishing effective working relationships with Managers and colleagues

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