About this role
Job summary
We are looking for an organised, motivated and experienced Medical Secretary to join our friendly Mental Health team at HMP Bristol. This is an excellent opportunity to provide high-quality administrative and secretarial support to psychiatrists and other clinicians within a busy, challenging and rewarding secure healthcare environment.
You will play an important role in coordinating clinics and patient pathways, producing accurate clinical correspondence and maintaining effective communication with colleagues and partner organisations. We are seeking someone who is professional, compassionate and adaptable, with excellent attention to detail and the ability to manage competing priorities.
Main duties of the job
In this role, you will provide comprehensive administrative and secretarial support to the Mental Health team, including psychiatrists, psychologists, nurses and clinical leads. You will manage electronic diaries and coordinate new assessment and follow-up clinics, appointments, cancellations and patient movement arrangements.You will also prepare accurate and timely clinical letters, reports, discharge correspondence and documentation for GPs, specialists and the Offender Management Unit.
Other responsibilities will include processing and recording referrals, monitoring waiting lists, completing daily clinical system tasks in accordance with Trust policies and local procedures, monitoring the Mental Health generic inbox and responding professionally and sensitively to telephone, email and face-to-face enquiries. You will take and produce comprehensive minutes for meetings, maintain confidentiality and accurate records, liaise effectively with internal and external stakeholders, and support the wider administrative team when required.
Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post.
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. 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 have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. 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
Job description Job responsibilities
The successful candidate will have a strong background in senior secretarial or administrative work, ideally within the NHS or another large organisation. You will be confident using Microsoft Office and electronic record systems, able to type accurately at speed and capable of producing formal minutes and confidential clinical documentation to a high standard.
You must be able to work independently, organise and prioritise a varied workload and remain calm when responding to interruptions or sensitive and challenging situations. Excellent written and verbal communication skills, sound judgement, discretion and a collaborative approach are essential. You will maintain accurate filing and record systems, support stock ordering, contribute to team meetings and daily huddles, assist with staff induction and training, and provide cross-cover where required.
IMPORTANT INFORMATION, 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 photographicID
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 Essential
5 GCSE's including Maths, English, Science (A - C) (or equivalent) Management and administration training/NVQ Level 3 (Business Administration)/ Or equivalent experience
Experience Essential
Worked within NHS/LA or similar large organisation Minimum 2 years senior secretary level Working autonomously Experience of dealing with complaints and following process
Skills Essential
Strong administrative skills - telephone, emails, letters, taking minutes, appointment booking, etc Excellent written and verbal communication skills and ability to communicate proficiently at all levels Knowledge of Word, Excel, Power Point
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Oxleas NHS Foundation Trust
Address HMP Bristol
Bristol
BS7 8PS
United Kingdom
Employer's website http://oxleas.nhs.uk/ (Opens in a new tab)