Medical Secretary

Job summary hours per week.A new opportunity has become available for anadditional part-time Medical Secretary to complete our administrative team withinthe Specialist Outreach Recovery Team (SORT) and our small 9 bedded unit basedat Mount Gould Hospital.
Are you an experienced, highly flexible MedicalSecretary or an enthusiastic administrator that is looking to progress withintheir administrative career?
We are looking for a highly motivated individualwith a willingness to learn.
This post requiresexcellent communication and organisational skills, good time management, andthe ability to prioritise your own workload including working under your owninitiative.
Youwill need a positive attitude towards people experiencing mental healthdifficulties and have excellent customer care skills.The SpecialistOutreach Recovery Team and the inpatient unit have a positive approach tosupporting service users in their mental health personal recovery.
The team deliver a wide range of recoveryinterventions and treatment to people experiencing complex mental healthdifficulties.
We are a multi-disciplinary team of Consultant Psychiatrists,Psychiatric Nurses, Occupational Therapists, Psychologists, Support Workers andother key professionals.
Main duties of the job Your role will beto support the mental health consultants with duties including audio typing ofclinic dictations, arranging and re-scheduling of appointments, maintainingaccurate and up to date patient records, arranging meetings, minute taking andreport monitoring.
As such, we require someone with the skills to take on thisdemanding secretarial work.
You willneed to have proficient keyboard skills demonstrating accuracy in typing.
Experience of audio typing or a willingnessto learn this skill is essential.This role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility.Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted.
Therefore, we recommend you submit your application at the earliest opportunity.All Livewell staff are expected to be able and willing to work across a 7 day service.
About us Livewell Southwest is an independent, award-winning socialenterprise delivering integrated health and social care services acrossPlymouth, South Hams, and West Devon, with specialist services in parts ofDevon and Cornwall.
Our teams work in community hospitals, GP practices, sportscentres, and health hubs.As an organisation with a strong social conscience we are guided by our values,kindness, respect, inclusivity, ambition, responsibility, andcollaboration.
We focus on transforming services to ensure sustainability, whileempowering staff and those we serve.We involve the people we care for, along with their families and carers, inshaping the care they receive, striving to deliver the right care at the righttime and place.
Centering our work on individual needs helps people leadhealthy, independent lives.We prioritise employees' development, offering protected CPD time, trainingpathways, leadership programs, and funding for qualifications like the CareCertificate and Nurse Training Scholarships.
Our induction and preceptorshipprograms ensure a smooth transition into our organisation.Livewell Southwest values diversity and encourages applications from allsections of the community, including those with armed forces experience, lived experience of mentalhealth, neuro-diverse conditions and learning disabilities.
If you need assistance or reasonable adjustments during theapplication process, contact the Recruiting Manager listed in the job advert.
Job description Job responsibilities Your role will be to provide a comprehensive, effective, and timelysecretarial support to the SORT Consultants and the MDT.
You will actively organise ownworkload in an efficient and productive manner.You will liaise with all colleagues within the multidisciplinary team,and with internal departments and external agencies to ensure the continuity ofpatient treatment.Your role is to support thedoctors work in the team and a flexible approach is required.
Duties will include audio typing, copy typingletters, updating SystmOne, managing the annual leave for the doctors, recordingabsences, managing diaries, booking reviews, answering telephones, liaising andcoordinating meetings, minute taking and supporting audit work within the team.You will need excellent organisational skills, good communication skills, aflexible approach, good time management and the ability to prioritise work andmanage stress well.Participate in interview panels forspecified jobs.Assist in the training of newly appointedsecretarial/administrative staff and supporting them during their assimilation.Assist in maintenance of stock control and security of stock Observe a personal duty of care when using equipment and resourcesMaintaining a safe environment in accordance with Health andSafety PoliciesAble to plan and prioritise their own workload on a day-to-daybasis.Maintain the electronic diaries for SORTdoctors, organise appointments and the allocation of their time to reflectpriorities and demands of their workloads.
Organise meetings including Case Conferences, meetings, Risk Managementmeetings, Care Planning meetings and provide all administrative dutiesassociated with these meetings, including sending invitations, distribution ofagenda, associated paperwork, take and transcribe minutes and follow up actionpoints.
Organise appointments as appropriate, liaising with patients, patientfamily members and other services.
Liaise with MDT to arrange assessments etc as directed by theConsultant.
Provide administrationsupport including recording details on SystmOne, invoicing and monitoringpayments received.
Administrative support for Consultants appraisal including MAG.
Arrange medical student placements and feedback sessions as appropriate.
Arrange teaching sessions etc for Consultant as appropriate.The post holder will have knowledge of medicalterminology.The post holder will have the knowledge and experienceto deal with difficult enquiries and situations.Collate data for Out of Area patients and producestatistical reports to provide data for locality manager.
The post holder will maintain accurate, timelyelectronic records and ensure that they are kept safely in accordance withLivewell Southwest polices, including the Data Protection Act (1998) and theLivewell Southwest Confidentiality Policy.Work collaboratively with othersecretaries/administration staff within the community mental health service,including taking telephone calls, supporting colleagues during periods of highdemand ensuring the team runs smoothly.
Receive incoming mail, telephone calls and initiateaction as required Assist with Medical staff regarding annual leave etc liaising with Medicalstaffing team.
Liaise with senior medicsregarding on-call swaps and leave cover Accurate audio transcription ofvarious documents including patient letters, assessments, discharge summariesand psychiatric reports in preparation for Tribunal Hearings, ensuringdeadlines are met.Attend weekly ward round MDT withthe Consultants and multi-disciplinary team, taking notes and following upaction plans as appropriate.To maintain sensitive andconfidential information and filing systems.
To maintain, at all times, thehighest level of confidentiality in respect of information concerning theLivewell Southwest or any of its staff or patients.The post holder will be able toprovide non-clinical advice and information with regards to appointments andvisitors to the unit.The post holder will undertakesurveys/audits as required including staff surveys.Liaisewith patients, other professionals and agencies to organise various meetingsincluding Care Planning, Aftercare, Risk Management and Discharge Planning.
Dueto the urgency of some of these meetings are arranged at short-notice,requiring re-organisation of diaries to ensure service user needs are met.Demonstrate apositive attitude to patients, treating patients and their families withdignity and respect.Havean excellent knowledge of risk factors and be able to make judgements aboutclient and staff safety and raise concerns with senior staffEnsurecompliance with contractual and related quality standards, includingacknowledgement of referrals and production of written correspondence withreferrers.Comply with all appropriate National,Livewell Southwest and local polices and protocols.
These include Health and Safety, FireProcedures and Confidentiality.Know how to report accidents andincidents and to do so promptly.Behave in a manner that does notbring the Team or Livewell Southwest into disrepute.Ensure that professional boundariesare always adhered to.Actively participate in linemanagement supervision with a senior member of the Team.Actively participate in the LivewellSouthwest appraisal system.Participate in team meetings.Carryout other duties commensurate with the position as required.
Responsible for updating Knowledge and Skills,including Livewell Southwest mandatory training.
Identify new ways of working and make changes to ownwork, when agreed, to improve service.
Liaise withGPs, Solicitors, Police, Social Workers, ward staff, other teams, multi-agencyprofessionals, probation officers, patients and relatives, management, medicalstaff in other specialities and professional staff in other departments.
Provide and receive confidential, complex and sensitive information,orally, in writing or electronically, within the boundaries of confidentiality.At times the information can be distressing.Answer calls from service users, gain informationand re-direct the call to the required health professional.
To provide a communication link when the Consultantor associated Doctors are out of the office and pass all urgent and importantissues on to the correct person.
Competent advancedkeyboard skills including audio typing.
There is a frequent requirement for concentration required fordealing with various complicated medical documents and correspondence withfrequent interruptions.There is a frequent requirement for concentration required whentyping reports, letters etc of complicated nature with frequent interruptions.There is a frequent requirement for sitting in a restrictedposition, maintaining correct posture, when sitting at desks; for example when(audio) typing or taking detailed minutes of meetings.The post holder will carry any deliveries in a safe manner, inaccordance with the organisations manual handling policy.
Person Specification Knowledge Essential Knowledge of secretarial and administrative procedures and systems.
Excellent communication skills dealing with patients, visitors and staff in an efficient and courteous manner over the telephone and in person Ability to work on own initiative and with minimal supervision Ability to develop good working relationships with colleagues at all levels Desirable Knowledge of Mental Health Services and wider NHS Adult Safeguarding Child Protection Knowledge of SystmOne Knowledge of specialist medical terms Specific Skills Essential Ability to use Microsoft Word, Outlook, Excel, PowerPoint Keyboard skills: minimum typing speed of 60 wpm Excellent spelling, grammar and layout.
Sensitivity to confidential information Excellent organisation skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines Qualifications Essential Educated to Vocational Level 3 (NVQ3) in a relevant subject or equivalent previous knowledge & experience Maths & English GCSE Grades 4 and above or equivalent Relevant Audio typing/secretarial qualification or experience (or willingness and ability to learn this) Desirable Medical Secretary/PA Diploma AMSPAR Level 2 Medical Terminology Experience Essential Experience of secretarial/Personal Assistant role (or willingness to gain this) Diary Management Handling various telephone enquiries Receiving visitors Experience of arranging meetings Experience of using and maintaining filing systems Experience of taking and transcribing formal minutes Desirable Experience of working in a multi-disciplinary team Understanding/experience of supporting people with Mental Health issues