Medical Secretary - City AMHT - Oak Team

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 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?

If you are, 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.

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

• 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

• 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

• Higher Education qualification (i.e. 'A' Level/NVQ III standard) or equivalent/previous experience in an Administrative role

Experience

• Some working knowledge of the principles of data protection and information security

• All new starters have a thorough induction process, both local and Trust wide, which aims to create a positive supportive working environment allowing new employees to learn key elements of their role over a reasonable timescale.
• Appointment to this post is subject to the trust receiving satisfactory references covering 3 years of employment or study. Please ask your referees to respond promptly to reference requests.
• We’re advocates of flexible working and many of our roles offer a range of employment options to help you balance your work and personal life.
• Employees are expected to undertake mandatory and statutory training related to their role.
• We are ambitious in our pursuit of excellence, driven by the belief that a fair, just and fully inclusive organisational culture enables our teams to deliver the best quality of care and services possible and we work hard to ensure that our diverse workforce reflects the communities that we serve.
• We welcome applications from all sections of the community, are an Equal Opportunities employer with a number of internal networking groups to support our employees and where possible will always look to make reasonable adjustments in order that you can fulfil the role to recognise your full potential. All our employees are committed to demonstrating through their behaviour our core values – safe, caring and excellent.
• We are committed to safeguarding and promoting the welfare of children and vulnerable adults, we expect all staff and volunteers to share this commitment.
• Oxford is a world-renowned centre of excellence for research. Oxford Health works closely with the University of Oxford department of Psychiatry and the Department of Primary care, has a Biomedical Research Centre dedicated to improving mental health and the NIHR Clinical Research Facility at the Warneford site. The Trust also hosts the NIHR Applied Research Collaboration (ARC) which carries out applied research that directly impacts patient health and wellbeing