Medical Secretarial Administrator

Job overview

We are looking for a highly motivated individual who is organised, and process driven to manage the medical administrative side of the Mental Health team. You will need to be highly organised to be able to handle scheduling, documentation, data input, resource management and answering the telephone.

We are a lively supportive team who needs someone to keep us in line and on track!

***A typing test will commence on the day. Interviews will take place in person***

***Important Sponsorship Information for this post: Due to service budget restrictions we are currently unable to offer a certificate of sponsorship for this post***

• Frequently liaising with the Mental Health Nursing Team, Psychiatrists, Psychologists, Atrium, and other external / internal stakeholders.
• Process and log all referrals in line with Trust Access Policy and speciality SOP.
• Schedule new and follow up appointments with the most appropriate clinician, ensuring that capacity is proactively and efficiently used, escalating issues as required to the line manager.
• Reschedule appointments as requested by the line manager, in line with waiting time targets.
• Complete clinic cancellation requests and process according to SOP.
• Ensuring ADHOC clinics are built and sent to the relevant person (s) for confirmation / acceptance.
• Ensuring patients are aware of their appointments, in line with our clinic slips and movement slip SOP.
• Monitoring the waiting lists for inhouse clinics and ensuring a cancellation list has been created.
• Timely process the CMS tasks daily.
• To be prepared to attend and take minutes and complete any actions for departmental meetings e.g., Complex Case Discussion meeting and Health and Wellbeing.
• To complete comprehensive and detailed minutes for meetings, which will include In-Patient weekly ward round and In-Reach weekly case management meetings – please bear in mind this will be clinical information.

Working for our organisation

Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children’s centres, schools and people’s homes.

We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.

Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:

• We’re Kind
• We’re Fair
• We Listen
• We Care

Detailed job description and main responsibilities

KEY RESPONSIBILTIES:

• Monitoring the Mental Health Generic Inbox
• Ensure support has been given to external and internal stakeholders.
• Frequently liaising with the Mental Health Nursing Team, Psychiatrists, Psychologists, Atrium, and other external / internal stakeholders.
• Process and log all referrals in line with Trust Access Policy and speciality SOP.
• Schedule new and follow up appointments with the most appropriate clinician, ensuring that capacity is proactively and efficiently used, escalating issues as required to the line manager.
• Reschedule appointments as requested by the line manager, in line with waiting time targets.
• Complete clinic cancellation requests and process according to SOP.
• Ensuring ADHOC clinics are built and sent to the relevant person (s) for confirmation / acceptance.
• Ensuring patients are aware of their appointments, in line with our clinic slips and movement slip SOP.
• Monitoring the waiting lists for inhouse clinics and ensuring a cancellation list has been created.
• Timely process the CMS tasks daily.
• To be prepared to attend and take minutes and complete any actions for departmental meetings e.g., Complex Case Discussion meeting and Health and Wellbeing Meeting.
• To complete comprehensive and detailed minutes for meetings, which will include In-Patient weekly ward round and In-Reach weekly case management meetings – please bear in mind this will be clinical information.
• Expected attitudes towards work include an enthusiastic and positive attitude, compassion, and flexibility and to be able to remain calm under pressure.
• Be responsible for providing an administrative service for the clinical leads, other clinicians, and managers.
• Maintain stock for the department and order new stock as required.

GENERAL ADMINISTRATIVE:

• To be able to demonstrate good communication skills at all times and to behave in a polite, professional, and respectful way towards others – in line with Oxleas Values.
• To demonstrate excellent typing skills with an average 40 – 60 wpm and pitman’s intermediate certificate or equivalent.
• Receiving and dealing with telephone enquiries as appropriate
• Input and look up data on Trust IT systems in accordance with Trust Policy
• To ensure post is opened daily and dealt with accordingly.
• Photocopying, scanning, and filing letters as required.
• Communication liaises with staff and service users.
• To assist colleagues as directed by Line Manager in times of pressure of work.
• Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department.
• Provide excellent telephone skills.
• Accurately record telephone messages and other enquiries and refer as appropriate.
• Provide efficient communication and problem solving both face to face via telephone.
• Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation, e.g., aggressive, or demanding behaviour.
• Attend 1-1 / admin team / departmental meetings on a regular basis.
• Contribute to building effective teamwork in exchanging views, ideas and communicating effectively.
• Great attention to detail
• Engage in the daily huddles to ensure fair delegation of team work
• Complete other duties at the discretion of management and in the absence of others that may not be in your job description.

EDUCATION AND TRAINING / SELF DEVELOPMENT:

• Provide training and advice to staff at all levels.
• Identify own training needs and development needs and undertake appropriate training/education as required.
• To attend all statuary and mandatory training as and when required.
• Act responsibly in respect of colleague’s health, safety and welfare following safe work practices and complying with the Trust’s Health and Safety Policies.
• Adhere to all Trust Policies where applicable.
• Cross Cover Band 4 roles when expected

IMPORTANT PLEASE READ:

All applicants must be willing to undertake National Security Vetting in order to work in a Prison Setting. This will be completed as part of the pre-employment checks through Oxleas and the prison vetting team.

You will need to provide:

Proof of right to work documentation

Proof of ID, needs to include 1 photographic ID

Proof of address documentation

Non-UK passport holders will need to have correct documentation (right to work in the UK) and a Home office Share code.

Address History:

5 years address history will be needed.

Applicants that are not UK Passport holders who provide less than 5 years UK address history will need to provide a Police Certificate which must be in English from where they resided previously.

Applicants who are UK Passport holders who have lived abroad for a period of more than six months during the last three years will need to provide a certificate of good conduct or an overseas police check in English from the countries resided in or visited.

In order to assist you in obtaining a Police Certificate, guidance can be sought from:https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants

If the country you have resided in is not listed here, you can obtain the necessary information by contacting the relevant Embassy or High Commission for that Country. Their contact details can be found on the Foreign & Commonwealth Office website (http://www.fco.gov.uk/en).

Person specification

Qualifications

• Equivalent Experience to a medical secretary or qualification
• Advanced IT skills and ability to analyse and manipulate data in a range of IT software packages

Experience

• At least 3 years previous administrative/ secretarial experience at senior level
• Additional 1 year’s previous experience in Healthcare setting
• Prioritise workload and deal with conflicting priorities of management and supervision of staff

Skills

• Advanced knowledge of a range of computer software
• Excellent written and oral communication
• Touch typing (average 70 words per minute) with a certificate of confirmation. intermediate certificate or equivalent

We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.

If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.

We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.

Thank you.