Essex Partnership University NHS Foundation Trust
A vacancy has arisen for a Medical Secretary to a Consultant Psychiatrist and their Medical Team for inpatient services based at Laurel House, Rochford Hospital. This is an office-based role; however, after a 6-month period, some hybrid working may be considered if service allows. We are looking for an enthusiastic and motivated person who is flexible and has excellent secretarial and communication skills. You must have the ability to work unsupervised and under pressure and be able to deal sympathetically with patients and relatives of people with mental health problems. The Medical Secretaries are an important part of a team and are very much in the front line with the patients and their families. To provide a vital link for staff, patients, relatives, and outside agencies as required. Main duties of the job
Your main responsibilities will be to provide comprehensive administrative and secretarial support to the Consultant and their team. This role is office-based to provide on-hand support to the consultant and team members. Good organization and adaptability to learning new systems are essential. Audio typing skills and previous secretarial experience in a similar role would be highly beneficial. Previous medical secretarial experience in a mental health or other NHS setting with clinical systems knowledge is desirable. Job responsibilities
To become an effective member of the Medical Secretariat, developing productive working relationships with other members of the team, developing and demonstrating a sound understanding of the aims and business activities of the Trust. To work flexibly to provide efficient, high-quality secretarial, administrative, and support services to the Consultant and their medical colleagues as required and to maintain office cover. To produce documents such as clinic letters and discharge summaries, clinicians' reports, general correspondence, minutes, presentations, etc., using audio, shorthand, or copy typing skills as required. Ensure that discharge summaries and other time-sensitive information are typed within the designated time limits. To manage and prioritize own workload appropriately, frequently under pressure, without supervision. To react quickly to urgent situations in order to coordinate an excellent service to patients/their carers, health professionals, and other professional bodies. Excellent communication skills are vital: good relationships need to be established and maintained with other medical/professional staff involved in patient care. To pass on information received from patients/carers regarding their health condition, medication, problems they are experiencing, etc., to the Consultant and to ensure that this is done in an accurate and timely manner. To relay advice of a clinical nature to patients, carers, GPs, and members of the clinical team, acting on the instructions of the Consultant. If requested, to maintain the upkeep of the Consultant's diary, arrange meetings on their behalf, including handling associated administration. To participate, as required, in the arrangements for training programmes/conferences, ensuring that all necessary practical arrangements are in place for events to run smoothly. To provide effective support to the Consultant in various specialist areas (e.g., academic, research, service development) in order to provide a smooth and professional service in line with Trust policies. To arrange investigation appointments for patients at the request of the Consultant and ensure all results are brought to the Consultant's attention. Work as part of the clinical support team to ensure delivery of a comprehensive and effective administration service to clinical personnel across the directorate. Provide advice and demonstrate own activities or workplace routines to new or less experienced employees within the team. To maintain confidentiality within the role with clinical changes to pathways across the EPUT. To have a good working knowledge of the electronic patient records system used in the team. To provide secretarial cover to other Consultant teams as necessary for colleagues on sick/annual leave. To process applications for annual leave/study leave of the doctors within the team. To ensure that post/email/telephone enquiries are promptly sorted, recorded, and actioned as appropriate. To cooperate with others towards maintaining efficient filing, records, and bring forward systems. To take responsibility for the care and maintenance of the office equipment supplied to secretaries and the Consultants. To assist with the collection and collation of data and information, including statistical information relevant to the consultants' scope of work. To provide day-to-day support and assistance to new and temporary members of staff within the team. To assist in the induction of trainee doctors new to the Consultants' team on a regular rotational basis. To maintain a system to ensure that the doctors during the induction are provided with the available personal safety alarms, Dictaphone, bleeps, and keys. To adhere to the principles and processes defined within the equal opportunities provision. To report any health & safety issues or fire hazards to the Manager. To fully comply with the GDPR and related policies. To recognize the sensitivity of business undertaken and ensure strict confidentiality. Person Specification
Education / Qualification
GCSE Mathematics NVQ Level 3 (Business Admin) or Previous Experience in Secretarial/PA role AMSPAR Qualification Knowledge
Advanced IT Skills in Microsoft (Word, Excel, Outlook) Knowledge of a full range of secretarial and administration procedures Knowledge of Trust IT and/or Electronic Patient Records Additional Qualities
Ability to travel independently across sites Skills / Experience
Experience of working within a Team environment Previous secretarial / PA experience Typing speeds of 60+ WPM Previous experience of working in the NHS Experience of working in mental health settings 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.
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A vacancy has arisen for a Medical Secretary to a Consultant Psychiatrist and their Medical Team for inpatient services based at Laurel House, Rochford Hospital. This is an office-based role; however, after a 6-month period, some hybrid working may be considered if service allows. We are looking for an enthusiastic and motivated person who is flexible and has excellent secretarial and communication skills. You must have the ability to work unsupervised and under pressure and be able to deal sympathetically with patients and relatives of people with mental health problems. The Medical Secretaries are an important part of a team and are very much in the front line with the patients and their families. To provide a vital link for staff, patients, relatives, and outside agencies as required. Main duties of the job
Your main responsibilities will be to provide comprehensive administrative and secretarial support to the Consultant and their team. This role is office-based to provide on-hand support to the consultant and team members. Good organization and adaptability to learning new systems are essential. Audio typing skills and previous secretarial experience in a similar role would be highly beneficial. Previous medical secretarial experience in a mental health or other NHS setting with clinical systems knowledge is desirable. Job responsibilities
To become an effective member of the Medical Secretariat, developing productive working relationships with other members of the team, developing and demonstrating a sound understanding of the aims and business activities of the Trust. To work flexibly to provide efficient, high-quality secretarial, administrative, and support services to the Consultant and their medical colleagues as required and to maintain office cover. To produce documents such as clinic letters and discharge summaries, clinicians' reports, general correspondence, minutes, presentations, etc., using audio, shorthand, or copy typing skills as required. Ensure that discharge summaries and other time-sensitive information are typed within the designated time limits. To manage and prioritize own workload appropriately, frequently under pressure, without supervision. To react quickly to urgent situations in order to coordinate an excellent service to patients/their carers, health professionals, and other professional bodies. Excellent communication skills are vital: good relationships need to be established and maintained with other medical/professional staff involved in patient care. To pass on information received from patients/carers regarding their health condition, medication, problems they are experiencing, etc., to the Consultant and to ensure that this is done in an accurate and timely manner. To relay advice of a clinical nature to patients, carers, GPs, and members of the clinical team, acting on the instructions of the Consultant. If requested, to maintain the upkeep of the Consultant's diary, arrange meetings on their behalf, including handling associated administration. To participate, as required, in the arrangements for training programmes/conferences, ensuring that all necessary practical arrangements are in place for events to run smoothly. To provide effective support to the Consultant in various specialist areas (e.g., academic, research, service development) in order to provide a smooth and professional service in line with Trust policies. To arrange investigation appointments for patients at the request of the Consultant and ensure all results are brought to the Consultant's attention. Work as part of the clinical support team to ensure delivery of a comprehensive and effective administration service to clinical personnel across the directorate. Provide advice and demonstrate own activities or workplace routines to new or less experienced employees within the team. To maintain confidentiality within the role with clinical changes to pathways across the EPUT. To have a good working knowledge of the electronic patient records system used in the team. To provide secretarial cover to other Consultant teams as necessary for colleagues on sick/annual leave. To process applications for annual leave/study leave of the doctors within the team. To ensure that post/email/telephone enquiries are promptly sorted, recorded, and actioned as appropriate. To cooperate with others towards maintaining efficient filing, records, and bring forward systems. To take responsibility for the care and maintenance of the office equipment supplied to secretaries and the Consultants. To assist with the collection and collation of data and information, including statistical information relevant to the consultants' scope of work. To provide day-to-day support and assistance to new and temporary members of staff within the team. To assist in the induction of trainee doctors new to the Consultants' team on a regular rotational basis. To maintain a system to ensure that the doctors during the induction are provided with the available personal safety alarms, Dictaphone, bleeps, and keys. To adhere to the principles and processes defined within the equal opportunities provision. To report any health & safety issues or fire hazards to the Manager. To fully comply with the GDPR and related policies. To recognize the sensitivity of business undertaken and ensure strict confidentiality. Person Specification
Education / Qualification
GCSE Mathematics NVQ Level 3 (Business Admin) or Previous Experience in Secretarial/PA role AMSPAR Qualification Knowledge
Advanced IT Skills in Microsoft (Word, Excel, Outlook) Knowledge of a full range of secretarial and administration procedures Knowledge of Trust IT and/or Electronic Patient Records Additional Qualities
Ability to travel independently across sites Skills / Experience
Experience of working within a Team environment Previous secretarial / PA experience Typing speeds of 60+ WPM Previous experience of working in the NHS Experience of working in mental health settings 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.
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