About this role
Job summary
We are looking to recruit an experienced, professional, and highly organised Band 4 Medical Secretary/Personal Assistant to provide comprehensive administrative and PA support to our Consultant Psychiatrists and Therapies teams across Herm Ward and St Brelades Ward at Alderney Hospital in Poole.
This is an exciting opportunity to join the Business Administration Team, playing a key role in supporting the delivery of high-quality mental health services. You will work closely with the Consultant Psychiatrists, multidisciplinary teams and colleagues across the organisation, helping to ensure the smooth and effective running of services.
As part of a supportive and collaborative team, you will be guided by the Business Support Manager, who provides leadership and oversight for the role, alongside the wider team of Business Coordinators and Business Assistant. You will be joining a friendly and experienced administration team that values professionalism, teamwork, and continuous improvement.
We are seeking a candidate with excellent communication, organisational, and secretarial skills, together with the ability to manage competing priorities, maintain confidentiality, and provide a high standard of support within a busy healthcare environment.
This is a full-time position (37.5 hours per week).
Main duties of the job
To provide proactive Medical Secretary and P.A. services to the Consultant Psychiatrists and their medical teams, including maintaining an electronic diary of appointments, taking messages, drafting correspondence/replies and dealing with confidential information relating to patients and medical staff. Emphasis on organising admission and discharge planning meetings, monitoring mental health act due dates and aligning this with the medical team to meet all deadlines.
Contribute to the implementation and administration of computer data collection systems ensuring information is recorded accurately and on a regular and timely basis.
To ensure the provision of an effective and efficient secretarial and administrative support to the wider clinical team including dealing with telephone enquiries, relatives, GP'S, social workers and other agencies maintaining good communication between all of the Adult Inpatient Teams and Services.
To maintain and co-ordinate annual leave and study leave for the Consultants ensuring the service is adequately covered.
When required to maintain confidential files concerning patients' correspondence, reports and departmental matters in line with NHS procedures
To collect and submit statistical returns for the teams.
To maintain up to date data scanning and filing system and provide statistics as and when required.
The post holder may be required to process distressing information relating to service users, e.g. typing letters/mental health reports.
About us
At Dorset HealthCare we're on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We're a dynamic, forward-looking Trust, running 12 community hospitals, specialist inpatient facilities and a wide range of integrated community and mental health services for a population of almost 800,000 people.
We do things differently here - it's one of the reasons the CQC rated us 'outstanding' in 2019. It's also why 95% of patients across our services say they have a good or very good experience of our services and 89% of staff feel they can really make a difference. Whether you're looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.
Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We're all about building a workplace for the future, we believe in equal opportunities and we celebrate diversity. We're an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.
Working with us you'll be part of a strong team, challenge yourself, build a career, and teach us what we don't know. And you'll be working towards our vision to be better every day through excellence, compassion and expertise in all we do.
Job description Job responsibilities
For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.
We understand that using AI can be a useful and supportive tool when completing your application. However, we have also seen an increase in the over-reliance of AI tools which is negatively impacting applications as they remove candidates individuality, and it becomes much harder to get a sense of who you are and your authentic experience. If you do use AI, it should be used to enhance your application and not to create your supporting statement in its entirety. If we suspect you have used AI to create your supporting statement and this does not match your experience, we may withdraw your application.
As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare offers support for people getting into work. We offer an employability service to support individuals with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support, please do contact [email protected]
Applications from candidates that require current Skilled worker sponsorship to work in the UK are unfortunately ineligible to apply for this position.
Person Specification
Knowledge, Skills and Training Essential
Good standard of general education: Maths and English GCSE's RSA Standard 3 Typewriting RSA Standard 3 Word processing or equivalent Good communication skills (written, verbal and telephone manner)
Desirable
Medical Secretarial Certificate
Job Specific Experience Essential
Min 2 year experience or work in a similar role Proficient use of the Patient Administration System Able to take formal minutes
Desirable
Previous NHS experience Microsoft Office (Word processing, File management, Excel etc.)
Personal Qualities/ Attributes Essential
Excellent accuracy and attention to detail. Able to demonstrate professionalism and calmness under pressure. Able to deal effectively and courteously with people from all walks of life in a confident and professional manner Work to tight deadlines Work in a changing environment Demonstrate the reasons for confidentiality and act with discretion Able to develop and maintain good working relationships
Additional Requirements Desirable
Subject to the provisions of the Equality Act, able to travel using own vehicle on Trust business.
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.
Employer details Employer name Dorset HealthCare University NHS Foundation Trust
Address Alderney Hospital
Ringwood Road
Poole
BH12 4NB
United Kingdom
Employer's website https://www.dorsethealthcare.nhs.uk/work-for-us (Opens in a new tab)