Medical secretary

Oldham Early Intervention Team are looking to recruit a medical secretary for a four month secondment from February to May 2025. We are looking for someone who is friendly and approachable, with great communication skills, who can promote change and efficiency. As well as being a helpful team player, the postholder will need to work autonomously, prioritise workload, and delegate work to the administrative team.

This role will cover secretarial duties to the consultant psychiatrist and line management to the admin team, and to support the ongoing development of the service. The post holder will undertake general office duties including typing of medical and other correspondence. They will be responsible for the management of administrative duties within their area of work. They will offer managerial supervision to the members of the administrative team.

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.

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

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.

Key Responsibilities:

• Provide a systematic and efficient team support service on a daily basis for relevant health professionals and their teams.
• Manage the diaries of identified team members and be responsible for planning and coordinating day-to-day activities by scheduling meetings, appointments, and clinical commitments.
• Assist in managing and maintaining the departmental systems ensuring accuracy and validation of all data that supports the delivery of clinical services.
• Provide support to the Medical Consultants and manage, coordinate, and organize the day-to-day administrative and operational activities within the team ensuring a high-quality service.
• Act as point of contact in dealing with complex telephone calls and enquiries; and promptly, efficiently, and tactfully deal with queries and complaints from patients/carers, referring on as necessary.
• Link in and coordinate with other departments and organisations internally and externally to represent PCFT, where appropriate.
• Assist in the coordination of relevant projects throughout planning, development, and implementation.
• Support the Team Manager in service improvement and develop/revise standard operating procedures in conjunction with colleagues where appropriate.
• Be responsible for the maintenance and security of all manual and electronic filing systems.
• Ensure at all times that the office is adequately covered and where necessary, work flexibly to cover secretarial/administrative duties in the absence of colleagues and where appropriate, deputise for your line manager.
• Assist the Team Manager to undertake risk assessments and associated activity across the service.
• Oversee the ordering and distribution of stock and non-stock items, ensuring adequate supplies are available and ensuring accurate recording for audit purposes.
• Collect, collate, input and extract data into/from NHS systems as directed by Team Manager (National Care Records Service/Clinical Systems, SMART, CHIS, Electronic Staffing Records, Team activity, referral/discharge stats).
• Responsibility for running Data Quality Reports (DQMT) to ensure regular Data cleansing is undertaken ensuring accuracy and validation of information inputted on systems to support submissions to CCG/NHSE.
• Line Manager functions: participate in recruitment & selection exercises, implement staff performance monitoring, ensure mandatory training is up to date for team members, provide appropriate training & induction for new staff, supervise administrative staff and carry out meaningful staff appraisal (IPDR).
• Prepare agendas, assemble meeting papers, and take minutes of meetings as required, including follow-up actions.
• Attend and chair meetings when appropriate.
• Draft formal letters and papers on behalf of team members where appropriate.
• Audio-typing and copy typing of clinic letters where appropriate.