Medical Secretary

If you are Kind, Fair, Ingenious and Determined then we want you to come and join our #PennineCarePeople

https://www.penninecare.nhs.uk/values

Job overview

The post holder will provide high quality secretarial provision working within the Healthy Young Minds Service. The post holder will have excellent communication and word processing skills.

It is essential for the postholder to be able to manage her/his time effectively and to be flexible in order to meet the needs of the HYMS service.

The post holder must be able to work independently and as part of a team.

Main duties of the job

To undertake the full range of secretarial duties including audio typing via the BigHand electronic system (Tapes on occasion), inputting patients via PARIS, general correspondence, patient assessments, prioritising clinical letters accordingly and any duties deemed necessary.

Communicate professionally and effectively with internal and external contacts using a variety of methods.

Ensuring that an efficient and courteous service is offered to all service users and that confidentiality is strictly maintained.

Act as a liaison for patients, clinicians, GP’s and nursing staff, Medical Records, external Mental Health Teams, Practitioners, Local Authority staff and other agencies, both over the phone and face-to-face contact.

Take telephone messages and / or take messages from answer-phone when necessary and deliver that message to the appropriate person in a timely manner.

Working for our organisation

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. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.

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

Detailed job description and main responsibilities

Deal with general enquiries from patients/relatives, which may involve managing with emotional/distressed patients over the phone or in person.

Collect, collate, input and extract data info/from NHS systems as directed by the Admin Lead (examples such as the National Care Records Service /Clinical Systems, SMART, CHIS, Electronic Staffing Records, Team activity, referral/discharge stats).

To monitor and order stationery and clinical stock items for the department as and when required in a timely manner and within defined budgets.

To order non-stock item via the procurement oracle system.

To monitor and order printer / fax cartridges and photocopying materials as and when required.

To take minutes of meetings, type and distribute agenda and minutes to all members of the group and to follow up actions as required in a timely manner.

To attend meetings, training and briefing sessions appropriate to either your job specific role or, as a staff member of PCFT.

Person specification

Interview and job description

• Good level of general education including GCSE English.
• NVQ level 3 diploma in secretarial studies.
• Highly motivate. Pragmatic. Problem-solving skills. Experience within a health/social care setting. Experience of working within a highly stressful environment.

• NHS experience
• Ability to demonstrate effective utilisation of resources.
• Ability to work well and efficiently under pressure.

Hints and tips for completing your application can be found here.

Sponsorship - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website.

What happens after your application has been received?

You will be informed about the progress of your application following shortlisting via email. Only applicants who clearly demonstrate the criteria listed in the person specification will be shortlisted for interview. Interview invites will be sent out via email.

What happens if I am offered the position after interview?

The hiring manager will make contact with you to verbally offer you the position. The hiring manager will then inform Recruitment of the decision and provide relevant paperwork. You will be sent a formal conditional offer via email.

What pre-employment checks will I need to complete?

By conducting pre-employment checks, the recruitment team will verify that you meet the pre-conditions of the role you have been offered. Pre-employment checks will be carried out according to NHS Employment Check Standards. The checks are:

• Identity verification
• Right to work check
• Disclosure and barring service (DBS)/Criminal record check (dependent on role)
• Professional registration and/or qualification check
• Occupational health assessment
• Employment history and reference validation

All applicants external to NHS will be required to provide HMRC employment history to cover the most recent three years. This information will used to validate employment history and references as part of pre-employment checks.

If you are offer a position with is and you require sponsorship to support your right to work, we will review your eligibility in line with government guidance. If the role you have been offer is not eligible for sponsorship, and you are not able to evidence your right to work, your conditional offer could be withdrawn.

What happens when pre-employment checks are complete?

Recruitment will liaise with you and the hiring manager to arrange a start date for your new position. You will then be booked on to a Trust Welcome Session and be sent your Pennine Care NHS Terms and Conditions.

• We are committed to equality, diversity, and inclusion (EDI) and recognise the importance of ensuring our diverse service user population is reflected within our workforce. Unfortunately, we know that, at present, there is underrepresentation of our communities in our workforce. We welcome applications from people from diverse communities to help us grow, learn, be better and consider brilliant innovation diverse people bring.
• If you would like to be considered under the disability confident scheme, you will be guaranteed an interview if you meet the essential criteria on the person specification for the post.
• If you require reasonable adjustments to our recruitment process please phone us on 0161 716 3181 at the earliest opportunity. We will support you to complete your application.
• Unfortunately we are not able to guarantee the transfer of lease cars, or cover the costs of early termination charges.
• We have a strict policy on unsolicited contact from recruitment agencies. Please do not contact our hiring managers directly.

We reserve the right to close a vacancy earlier than the advertised closing date if a sufficient number of applications have been received. To ensure you application is considered, please submit at the earliest opportunity.