Job summary
- Main area
- Medical Secretarial PA Administration Service
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week
- Job ref
- 395-KM620-24
- Employer
- NELFT NHS Foundation Trust
- Employer type
- NHS
- Site
- Lenworth Clinic
- Town
- Ashford
- Salary
- £25,147 - £27,596 per annum
- Salary period
- Yearly
- Closing
- 11/07/2024 23:59
Employer heading
Medical Secretary
Band 4
Joining #TeamNELFT means you’ll become part of a welcoming and supportive working environment. We’re CQC rated Good, and we want you to join us on the journey towards an Outstanding rating. NELFT has sites across North East London, Essex, Kent and Medway. We provide community and mental healthcare services to adults and children within these areas.
The Trust has award winning equality and diversity initiatives and staff health and wellbeing activities. We invest heavily in your development, because when you are valued and supported, we provide the best care to our patients. We are a Level 3 Disability Confident Leader, have been featured in the Working Families Top 10 Employers benchmark for three consecutive years, and we have achieved a Carers UK Level 1 Accreditation. Along with our staff networks and training opportunities, we work hard to embed a just and compassionate culture here at NELFT.
Find out more about NELFT careers and what makes our Trust a great place to work, in this video
Job overview
An opportunity has arisen for a Band 4 Medical Secretary at Ashford Children and Young Person's Mental Health Services.
The successful applicant would be part of a team working for Consultant Psychiatrists and supporting with administration tasks within the service.
The post holder will be expected to support their team, department and organisation to achieve the Trust’s Values in their day to day work. These are the 5P’s:
- Putting people first
- Prioritising quality
- Being progressive, innovative and continually improve
- Being professional and honest
- Promoting what is possible – independence, opportunity and choice
Main duties of the job
The post holder will provide a responsive and efficient administrative service to meet the needs of the team. The post holder will use their reason, intellect and judgement to work on their own initiative to deal with matters on behalf of their Manager.
The post holder will be an effective decision maker, who is able to prioritise own workload whilst responding to interruptions. The post holder will be able to deal with unpredictable work patterns and proactively deal with issues without reference to others.
Working for our organisation
Starting with NELFT
NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focussing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
Probationary Period
This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).
COVID-19 Vaccination
We continue to encourage all staff to ensure that they have been double vaccinated and received their booster. We recognise that taking the vaccine provides the best defence against COVID 19 for our patients, our staff and their families.
We reserve the right to close this vacancy early should sufficient applications be received.
Detailed job description and main responsibilities
Key Responsibilities:
- Provide a high quality confidential and comprehensive administrative service.
- To type clinical correspondence for example, referral letters, statements, notifications
- Organise systems access for new staff/distribute induction packs as required
- Manage prescription pads as required
- To administer telephone calls efficiently and courteously on behalf of the clinical team, addressing general enquiries from the public, NHS professionals, outside agencies, voluntary organisations, social services, education, parents GP’s, taking and responding to messages in accordance with current good practice in customer care
- Ensure patient information is entered and updated on the electronic patient record system in a timely fashion, for example, recording new patients, clinic appointments, clinic outcomes, discharging, updating progress notes, uploading documents
- To plan and organise diary activities, clinical and professional appointments and room booking as required
- Supporting with the co-ordination of Doctor’s annual/study leave and other absences, using electronic system and Rota.
- Plan and book translation/interpretation services as required
- Operate bring forward and reminder systems.
- Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
- Utilise advanced level IT skills to create reports, spreadsheets and presentations.
- Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information.
- Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
- Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
- Oversee the facilitation and administration of meetings/panels, including: taking formal minutes that are intended for external review eg safeguarding, the production of agendas and coordination of papers, ensuring that key documents are available within defined timescales.
- Maintain up to date confidential personal staff files as required.
- Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site as required.
- Propose and implement changes to working practices to reflect the needs of the Service.
- Act as delegated authority for procurement processes, using electronic order and approval systems.
- Co-ordinate absence/study leave
- Manage Bands 3 staff with regular supervision
- Assist with recruitment and selection of staff as required
- Support with band 3 administration duties, such as reception cover.
Please see the attached job description and person specification for more information about this role and working at North East London NHS Foundation Trust. We encourage you to refer closely to this when completing your application.
We welcome your application even if you do not meet all the criteria listed in the person specification. Any development needs to help you succeed in the role, can be discussed at the interview stage.
Person specification
Qualifications
Desirable criteria
- NVQ Level 3 in relevant subject or equivalent level of proven experience
- RSA Text and word Processing Level 2
- NVQ Level 2 or equivalent standard of literacy and numeracy
Experience
Essential criteria
- Previous experience medical secretary experience or senior administrator
- Understanding of medical terminologies.
- Creating and Maintaining office systems
Desirable criteria
- Working in an NHS environment
Knowledge
Essential criteria
- Maintain confidentiality/data protection
- Good working knowledge of outlook, word, excel, power point, access
- Update and Maintain efficient administration sytstems
Desirable criteria
- Able to analyse systems to improve services
Skills
Essential criteria
- Advanced IT skills
- Establish and maintain good working relationships
- Able to work without supervision and use own initiative
- Organise and prioritise own workload
- Clear communication skills, excellent writing data entry and presentation skills
- Team player
Other
Essential criteria
- Awareness of the NELFT 5P's
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Lianne Fitzmaurice
- Job title
- Team Manager
- Email address
- [email protected]
- Telephone number
- 0300 3001982
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