Medical Support Secretary

If you’re looking for an innovative and rewarding place to work, plus a beautiful place to live, then joining Devon Partnership NHS Trust is the right place for you. Working with us is more than just a job; you’ll receive invaluable training to advance your career, unrivaled professional support and most importantly a fantastic work-life balance, to ensure you get the most out of your day, every day.

As a Medical Support Secretary for the Older Person's Mental Health Directorate, you will provide invaluable administrative and secretarial support to mental health Consultants specialising in the delivery of the Trust's services to patients in the community. This is a part time post for 22.5 hours per week, current working pattern is Monday, Tuesday & Wednesday.

Main duties of the job:

• Comprehensive diary management and ensuring Consultant/associated team members are briefed and ready for meetings and appointments.
• Transcribe dictation from audio recordings into letters, reports, minutes or directly onto patient records.
• Provide general administrative function for the Consultant, which will include being point of contact, writing detailed letters and reports for the Consultant and associated team to approve.
• Collate and distribute reports/papers for meetings chaired by the Consultant/associated team and ensuring the agenda is sent out to report authors and attendees in advance.
• Meeting administration: taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records.
• Event coordination and planning as required.
• Supporting the Consultant and team by ensuring that records are up to date on all staffing and patient systems and that items are dealt with quickly and efficiently on appropriate finance systems.

About us:

We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.

Our values:

We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas. We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.

Job responsibilities:

Please refer to the full Job Description and Person specification attached to this advert which will provide further information on this role. Administration services underpin all of our clinical activity at Devon Partnership NHS Trust, which means our dedicated and enthusiastic administration workforce is vital to the delivery of first class care. The postholder will be responsible for providing effective and efficient clerical and administrative support to an assigned Consultant, associated medical staff and the multi-disciplinary team where appropriate.

There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. The post holder will have high standard of abilities using Microsoft Office packages and experience of using bespoke IT systems. The role will involve the coordination and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative systems. The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.

Key Responsibilities include:

• Comprehensive diary management and ensuring Consultant/associated team members are briefed and ready for meetings and appointments.
• Transcribe comprehensive dictation from audio recordings into letters, reports, minutes or directly onto patient records.
• Provide general administrative function for the Consultant, which will include being point of contact, writing detailed letters and reports for the Consultant and associated team to approve.
• Collate and distribute reports/papers for meetings chaired by the Consultant/associated team and ensuring the agenda is sent out to report authors and attendees in advance.
• Meeting administration: taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records.
• Event coordination and planning as required.
• Supporting the Consultant and team by ensuring that records are up to date on all staffing and patient systems and that items are dealt with quickly and efficiently on appropriate finance systems.

Profile:

• Excellent planning and organisation skills.
• Excellent written and verbal communication skills.
• Excellent attention to detail.
• Enthusiastic and confident to challenge.
• Professional telephone manner.
• Collegiate approach and diligent.
• Takes pride in their work and consistently strives to produce work of the highest standard.
• Seeks to deliver the best possible outcome rather than just the task at hand.
• Works in partnership with the Consultant/associated team to understand their needs and priorities (which may change depending on workload).
• Excellent time management skills to manage their own time and that of the Consultant they support.
• Experience of prioritising a varied and busy workload their own and that of the Consultant they support and using initiative.
• Experience of working under pressure with the ability to work to and achieve deadlines.

Person Specification:

Qualifications:

• Business Administration Level 3 / T Level qualification in Management and Administration, or equivalent experience.
• GCSE English or equivalent.
• Evidence of continuing professional and personal development.
• AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification.
• ICDL (International Computer Driving License), or equivalent experience.

Experience:

• Excellent organisational skills.
• Ability to prioritise workload and adapt to change when required.
• Experience of working as part of a team.
• Previous experience of working within an administrative or secretarial team.
• Experience of dealing with confidential and complex information.
• Ability to take accurate formal and informal minutes.
• Demonstrate good numeracy and literacy skills.
• Experience of general office routine and filing systems.
• Previous NHS experience of working in a Healthcare or Social Care administrative setting.
• Experience of Audio transcription.
• Previous experience in a Medical Secretarial role.

Disclosure and Barring Service Check:

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.