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 Unfortunately this role does not attract sponsorship under current government legislation, therefore if you require a certificate of sponsorship to support a visa application, we will be unable to proceed with your application. Overview To provide a comprehensive administrative/secretarial service to the Consultant Psychiatrist and supporting medical / HTT team. The postholder will be expected to manage their own workload with the Consultant and team and co-ordinate activities to ensure that an efficient service is provided in such a way as to make a direct and positive contribution to the organisation of the work. It is essential that the post-holder should exercise initiative commensurate with the role of a Medical Secretary. The post-holder will be flexible and use their own initiative to organise their workload, dependent upon the priorities and requirements at that time. Sensitivity to people with mental health needs is essential within this role. As this role involves working across a clinical team with a need to have direct contact, it is unsuitable for agile working and must be conducted at the designated base. Advert Main Duties • Provision of a full secretarial service to Consultant and supporting medical team which includes typing letters, psychiatric reports, non-clinical typing and recording minutes of meetings. • To carry out general administrative duties for the Consultant and his/her supporting medical team to include information gathering and circulating correspondence. Dealing with internal and external mail (paper and electronic), managing this communication by responding to routine matters not requiring the urgent attention of the Consultant and ensuring timely dissemination. Filing, scanning and photocopying documents. • Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the situation or referring to the appropriate person. • Full duties of the role are outlined in the Job Description are not exhaustive but are given as an overall picture of the role. Other duties within the general scope of the post may be required from time to time. The duties of the post and job description can be reviewed through the agreed process. Working for our organisation Standards of Business Conduct The post holder will be required to comply with the organisations standing order and standing financial instructions and at all times, deal honestly with the organisation with colleagues and all those who have dealing with the organisation including patients, relative and suppliers. · The post holder must ensure that their behaviour and interests inside and outside work do not conflict with their Trust position, duties and/or responsibilities. · The post holder must comply with and support the development of the performance standards within the service/department to ensure the service is responsive to and meets the needs of its customers. · The post holder will be required to develop and maintain good working relationships with all patients, service users, staff, contractors and where appropriate, members of the public. · The Trust aims to maintain the good will and confidence of its own staff, patients, service users, NHS contractors and the general public. To assist in achieving this objective it is essential that at all times, the post holder carries out their duties in a courteous, sympathetic and professional manager. · All post holders who are members of a professional body must comply with standards of professional practice / conduct. It is the post holders’ responsibilities to ensure they are both familiar with and adhere to these requirements and maintain their professional membership to the relevant body. Detailed job description and main responsibilities Provision of full secretarial service to Consultant and his/her supporting medical team which includes typing letters, psychiatric reports, non-clinical typing and recording minutes of meetings.  To carry out general administrative duties for the Consultant and his/her supporting medical team to include information gathering and circulating correspondence. Dealing with internal and external mail (paper and electronic), managing this communication by responding to routine matters not requiring the urgent attention of the Consultant and ensuring timely dissemination. Filing, faxing, scanning and photocopying documents.  To deal with telephone enquiries (often from patients who are distressed) and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and tactful manner.  Responsible for recording referrals, appointments and related information in a timely manner in accordance with the Data Quality Policy and supporting Data Quality Guidelines. To directly collate and input data on PARIS in relation to outpatient activity.  To take additional referral information or clarify the nature of referrals by telephone and signpost to appropriate agencies, as required. Medical Secretary Mental Health Band 4  Arrange urgent clinic appointments, ensuring all relevant departments are notified accordingly including Community Mental Health Teams and the Outpatient Department.  Able to work unsupervised and manage own workload, exercising the highest standard of confidentiality using independent judgement and initiative, based on acquired knowledge and experience, demonstrating influence and composure when working under pressure and to strict deadlines.  Ensure effective liaison between a range of staff, patients and relatives. To arrange community visits by Consultant, communicating with patient’s relatives to arrange personal interviews with Consultant and giving appropriate advice wherever possible.  Ensure the prompt typing of discharge summaries, subsequent follow up appointment letters, reports and general correspondence within agreed standards.  Maintain Consultant’s electronic diary, incorporating a “bring forward” system, ensuring that documentation is available prior to scheduled meetings.  Timely filing to ensure that accurate copies of correspondence and investigative reports are filed in health records, which will include sorting investigation results and retrieving relevant health records. Chase results in cases of urgency.  In conjunction with the Ward Administrators, to adhere to the clinical coding procedure in relation to inpatient activity and ECT treatments, ensuring speedy expedition of the process.  Proactively receive visitors to the Outpatient Department, when necessary, dealing personally with matters where appropriate and demonstrating diplomacy in dealing with issues of a sensitive nature, re-routing enquiries if necessary.  Contribute to organisation of changeover of junior doctors and responsibility for assisting with the maintenance of the on-call rota for Consultants and junior medical staff.  To support data collection for the Outpatient Department and assist with reporting key performance indicators for the team.  Monitoring of office equipment including reporting faulty technology; ensuring sufficient supplies of workplace sundries and stationery are available and ordering same via on-line and paper processes.  Control and maintenance of health records (including archiving and culling) in accordance with the Trust’s Records Management Policy and ensuring all are electronically tracked to the correct location within PARIS.  Organising and maintaining an efficient and effective filing system.  To actively participate in yearly Individual Performance Development Reviews with related quarterly appraisals, undertaking managerial supervision and ensuring completion of mandatory training.  Exercise independent judgement and initiative w