Job summary
- Main area
- Community Mental Health Teams - Administration
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 267-OA6592677
- Employer
- Oxford Health NHS Foundation Trust
- Employer type
- NHS
- Site
- Oxford City and North East Oxon AMHT, Warneford Hospital
- Town
- Oxford
- Salary
- £26,530 - £29,114 Per annum/pro-rata
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Medical Secretary - City AMHT - Oak Team
Band 4
Oxford Health NHS Foundation Trust has been rated as Good by the Care Quality Commission (CQC).
We are a responsive and innovative Foundation Trust that places our values of Caring, Safe and Excellent at the heart of everything we do. We take great pride in our staff and believe that investing in you is key to us achieving our vision of outstanding care delivered by outstanding people.
We work with a wide range of partner organisations to deliver care and support to people in their own homes and from a number of hospitals and community bases. We focus on delivering care as close to home as possible for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.
We know Job Descriptions and Specifications can sometimes be long which can be off-putting for some people, and we don’t want to let that deter you from applying.
We actively support anti-racism, equality, diversity, and inclusion so, if you’re excited about this job opportunity and you meet our Trust values, but feel unsure about applying, then please get in touch and we will be happy to have a conversation with you.
We are also committed to increasing diversity in the workforce, that is why we actively encourage applications from those groups of people who are currently under-represented, which include amongst others: people with disabilities; men from all socio-economic backgrounds; people from diverse ethnic backgrounds; and people from the LGBTQIA+ community.
Good luck and we hope to hear from you!
Job overview
Are you energised by a bustling work setting? Are you eager to have a job that has a significant impact?
Consider this opportunity if you are, as we are in search of a Medical Secretary eager to join a dynamic team of clinicians. This role involves supporting clients who are dealing with mental health challenges within the community.
Main duties of the job
You will provide clerical support to named Consultant Psychiatrists and the Adult Mental Health Team (AMHT). The role is a key member of the support team that enables clinicians to deliver the best possible health and care to our patients.
This role primarily provides support that includes co-ordinating consultant/team diaries, typing reports/letters to GPs and other relevant people, registering referrals on the system, answering telephone calls, offering appointments and booking relevant clinic slots for both face to face and digital consultations, sending appointment reminders by text message/telecall, capturing clinical activity electronically, checking and updating patient demographic details, and supporting other AMHT support staff.
The post holder will also contribute to improving the quality of our services and lead on initiatives that improve the efficiency of the Trust as directed by their line manager.
You will be expected to organise your workload with the Consultants and AMHT and co-ordinate their activities with other medical secretaries, support officers and administrators to ensure that an efficient service is provided. The Post holder will carry out their duties in such a way as to make a direct and positive contribution to the organisation of work.
It is essential that the post holder should exercise initiative within the role and vital that confidentiality is maintained.
Working for our organisation
Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application you are encouraged to read the “candidate guide to making an application” which is attached to all roles.
Please include details around qualifications (including years these were gained particularly if we need to assess for clinical roles that these are still valid) and ensure that the supporting statement is tailored to the role you are applying for and addresses the essential criteria found in the JD.
As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset. Our services are delivered at community bases, hospitals, clinics and people’s homes, delivering care as close to home as possible. Our vision is that no matter who you are or where you are, you will tell us that you receive: “Outstanding care delivered by an outstanding team”
Our values are: “Caring, safe and excellent”
At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:
- Excellent opportunities for career progression
- Individual and Trust wide learning and development
- 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
- NHS Discount
- Pension scheme
- Lease car scheme
- Employee Assistance Programme
- Mental Health First Aiders
- Staff accommodation (waiting lists may apply)
- Staff networking and support groups
Detailed job description and main responsibilities
The following are some of the duties you can expect to undertake in this role:
To support a consultant with their diary in conjunction with the overall team diary and ensure that all appointments are appropriately prepared for and electronically captured.
To provide clerical support in the compilation and sending of medical reports, clinical letters and correspondence using system set pro-formas and from digital dictation.
To have a high level of IT skills to produce quality documentation to support the work of the consultant and the AMHT using the appropriate Microsoft software and adopting the Trust’s corporate standards and style.
To receive and open referrals within agreed timeframes to Rio and update the internal audit spreadsheet “FACT” board.
To assist in the maintenance of the teams FACT boards during daily team meetings.
To answer the AMHT’s main telephone line as required; processing enquiries if able, signposting where appropriate, and taking messages when indicated in professionally manner.
To liaise with patients in the booking and confirmation of attendance at both face to face and digital appointments.
To check patient demographics and update information held to ensure that high standards of data quality are maintained.
To provide reciprocal cover in the absence of other clinical support officers.
To assist with the supervision, coaching and training of Junior Administrators in the team.
To maintain rotas and lists for required Mental Health Act actions for the AMHT as required.
Suggest and make recommendations for improvement to existing administration procedures.
To provide a polite and efficient reception service for the AMHT when required.
Recording incidents, accidents and near misses on the Ulysses system.
To carry out other duties as requested by the Office Manager to support the quality of service provided by the AMHT
What we need from you!
Experience working in an administrative role.
Be self-motivated and able to work autonomously as well as showing initiative, and working within an administrative team.
Be compassionate, caring and with excellent communication skills.
A flexible and positive attitude with a willingness to accommodate our service.
Person specification
Knowledge Requirements
Essential criteria
- Proven experience of working in an office environment.
- Experience of using Office computer programs including Excel, Word and Outlook
- Ability to liaise with all professionals and levels in a confident and effective manner
- Ability to deal with the public in a polite and effective manner
- Ability to manage and prioritise own workload
- Ability to produce good quality correspondence
- Organisational skills/managing diary systems and tracking information
Desirable criteria
- Working knowledge of email systems, Rio and video conferencing systems such as Microsoft Teams
- Experience of using digital transcribing solutions
- Experience of working in a healthcare environment
Qualifications – Academic/Skills/Professional
Essential criteria
- Higher Education qualification (i.e. 'A' Level/NVQ III standard) or equivalent/previous experience in an Administrative role
Experience
Essential criteria
- Some working knowledge of the principles of data protection and information security
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
- Dee Kyaagba
- Job title
- Administration Manager
- Email address
- [email protected]
- Telephone number
- 01865 902755
- Additional information
At Oxford Health NHS Foundation Trust we want to employ people not just with experience, but with the aptitude and motivation to succeed and whose values resonate with our own.
Therefore, if you don’t meet all the requirements of the role and are unsure about applying but are excited about the opportunity, please do get in touch. We will be happy to discuss the requirements in more detail ahead of making a written application.
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