About this role
Job summary To transcribe, from recorded dictation or handwritten notes, all discharge summaries, clinic letters and all other correspondence generated by consultants and their teams, i.e. detailed and complicated Reports for Courts, Tribunals, Case Conferences and Minutes of Meetings. Some reports and letters are of a distressing nature. Signing letters on behalf of medical staff as and when required. To keep patient records up to date on the Trusts electronic data base. (RIO) This forms a large part of the role and training will be given as required. To enter correspondence and notes related to patients onto RIO and file paperwork for meetings etc. and ensure medical notes are returned to Medical Records. To service any meetings as required by medical staff or the Admin Manager including distributing minutes and agendas. To deal with telephone callers in a courteous manner, giving appropriate advice, taking and relaying messages accurately, processing enquiries and keeping a record of these transactions. Telephone calls may be of a sensitive nature. To make appointments as necessary, contacting patients, carers and other agencies as required, ensuring that all outward post is despatched as quickly as possible To open, distribute and deal with medical staffs incoming mail. Compose response letters as and when required.
Main duties of the job This post is one of continual development. The job description is intended as a guide to the principal duties and responsibilities of the post and complements individual objectives Set in line with the departments annual business objectives. Responsibilities will be reviewed periodically in line with service priorities and duties may change or new duties Be introduced after consultation with the post holder. HEALTH AND SAFETY: The Trust attaches the greatest importance to the health and safety of its employees. You are expected to make yourself aware of and comply with the Trusts and departmental Health and Safety policies, a copy of which is retained in your department by your manager. CLINICAL GOVERNANCE: The Trust aims to provide the highest standards of care. To further this aim you are expected to adhere to acceptable working practice as defined in Trust policies and guidelines. You also have a personal responsibility and accountability to your team and service to keep yourself up to date and, if you encounter unacceptable practice, to raise it or deal with it through accepted channels. ACCESS TO RECORDS: AN staff who contribute to health records are expected to be familiar with, and adhere to North East London NHS Trust Policy and procedures. You should be aware that health records will be subject to regular audit.
About us
NELFT NHS Foundation Trust provides mental health and community services for over 4.9 million people living in the London Boroughs of Waltham Forest, Redbridge, Barking and Dagenham, Havering, and across Essex.
We work to ensure our patients, their friends and family, feel confident that their health needs are well met. With an excellent reputation for research and development, our skilled health professionals are at the cutting edge of evidence-based innovation, opening up the possibilities for better ways of working and delivery of care.
Job description Job responsibilities
Job overview
Mental Health Wellness Team is seeking an experienced Medical Secretary to provide smooth and efficient secretarial and administrative support function to the Consultant Psychiatrist and medical team. The successful applicant will have working experience of Medical Secretarial support in a health care setting and be able to demonstrate excellent organisational and workload management skills.
MHWT is a multi-disciplinary service, providing a range of specialist interventions within an integrated person-centred approach to people aged 18-65 resident in the Borough of Redbridge.
Main duties of the job
The successful candidates will have excellent written communication skills, have an efficient and confident approach to dealing with staff, patients, relatives and outside agencies as required, maintain accurate records and ensure compliance with Trust policies, ensuring confidentiality at all times.
The post holder will be required to undertake some general administrative duties within the service which directly support the work of the multi-disciplinary teams.
.
Detailed job description and main responsibilities
The post holder will be responsible for managing their own workload, prioritising tasks effectively, and ensuring deadlines are met. They will be expected to work independently as well as part of a team, demonstrating flexibility and a commitment to high standards. The role may involve working across multiple sites and requires excellent communication and organisational skills.
To work flexibly to provide efficient, high quality medical secretarial, administrative and support services to the Consultant Psychiatrists and their medical colleagues as required and to maintain office cover. This will include the typing of letters, emails, minutes, reports, presentations etc. To maintain and upkeep registers etc., using database/spreadsheet applications, arrange investigation appointments for patients at the request of the Consultant and where appropriate, maintain a comprehensive investigation results file and ensure all results are brought to the attention of medical staff so that appropriate action can be taken. Working experience of RiO is essential for this role. To act as first point of contact to clients, their family/carers, GP’s, consultants from other disciplines, CPNs other medical/professional staff, and professionals from other services and professional backgrounds. Some clients may present as anxious, or angry. Our patients and their carers need to be treated courteously, appropriately and efficiently
Example:
Starting with NELFT NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop-in sessions focusing on engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
Probationary Period This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).
High Cost Area Supplement – Outer London (B&D, Redbridge, Havering and Waltham Forest, CEME) This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,714 to a maximum of £5,941 p.a. pro rata for part time).
Working for Us Joining #TeamNELFT means you’ll become part of a welcoming and supportive working environment. We’re CQC rated Good, and we want you to join us on the journey towards an Outstanding rating. NELFT has sites across North East London and Essex. We provide community and mental healthcare services to adults and children within these areas.
The Trust has award-winning equality and diversity initiatives, along with staff health and wellbeing activities. We invest significantly in your development because when you feel valued and supported, we can deliver the highest quality care to our patients. We are a Level 3 Disability Confident Leader, have been recognised in the Working Families Top 10 Employers benchmark for five consecutive years, and hold a Carers UK Level 1 Accreditation. Through our staff networks and training opportunities, we strive to foster a just and compassionate culture at NELFT.
Person Specification
Qualifications Essential
NVQ level 3 in business administration or equivalent relevant experience.
GCSE or equivalent level in English and Maths / a good standard of general education
Desirable
Computer use qualification such as the European Computer Driving Licence or equivalent
Certificate in Basic Counselling Skills
Experience Essential
Experience of working in a Mental Health Organisation
Experience of working in a multi disciplinary team
Previous secretarial experience
Experience of working in a community service, either voluntary or statutory
Desirable
Advanced secretarial qualifications. ECDL or equivalent.
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 NELFT North East London Foundation Trust
Address Mellmead House
Wanstead
London
E11 2DH
United Kingdom
Employer's website https://www.nelft.nhs.uk/ (Opens in a new tab)