Medical Secretary

Job title:

Medical Secretary

Company

NHS

Job description

Kahlo ward is currently looking for a medical secretary to provide a comprehensive medical secretarial and administrative support to the team, clinicians and ward doctors. To adhere to tight timescales, and produce work of a high standard of quality and to organisational targets. Typing of complex documents, using appropriate software packages. Maintain the electronic diaries of clinicians and ward manager. Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met. Deal with queries from service users including their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion.Post holder will manage complex mail. Establish and maintain an effective system for work related documentation to facilitate the timely processing of responses, information, correspondence and documents etc. Organise and oversee the arrangements for chasing investigation reports and be proactive in the development of administrative services.Provide admin support for the ward team and booking appointments.Be a team player and assist colleagues and cover absences when required, and to undertake any other ad-hoc duties in line with operational and service needs.The post holder will be based at Kahlo Ward, Goodmayes Hospital, Ilford, and required to work 9am – 5pm (Mon-Fri), 37.5 hours hours per week.Main duties of the job

• Provide a high quality confidential and comprehensive administrative and secretarial service. Manage consultant diary/tribunal dairy. Prioritising and re-arranging diary, sending invites for ward reviews meetings to other HCP/Care-Coordinator/Families. Send discharge letters to GPs/uploading documents onto Care-Doc.Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.

Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.Utilise advanced level IT skills to create reports, spreadsheets and presentations.Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information.

• Prioritise own workload on a day-to-day basis to ensure that deadlines are met.

Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.Oversee the facilitation and administration of meetings/panels, including: taking formal minutes for CPA/MDT, that are intended for external review e.g safeguarding, the production of agendas and coordinationAbout usProbationary PeriodThis 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).Starting with NELFTNELFT 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 focussing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.High Cost Area Supplement – Outer LondonThis post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,551 to a maximum of £5,735 p.a. pro rata for part time).Use of AIApplications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.Date posted13 January 2025Pay schemeAgenda for changeBandBand 4Salary£26,530 to £29,114 a year pa (plus HCAS) pro rata for part-timeContractPermanentWorking patternFull-timeReference number395-AR237-24Job locationsSunflowers Court, Goodmayes Hospital157 Barley LaneIlfordIG3 8XJJob descriptionJob responsibilitiesPlease see the attached job description and person specification for more information about this role and working at North East London NHS Foundation Trust. We encourage you to refer closely to this when completing your application.We welcome your application even if you do not meet all the criteria listed in the person specification. Any development needs to help you succeed in the role, can be discussed at the interview stage. Job descriptionJob responsibilitiesPlease see the attached job description and person specification for more information about this role and working at North East London NHS Foundation Trust. We encourage you to refer closely to this when completing your application.We welcome your application even if you do not meet all the criteria listed in the person specification. Any development needs to help you succeed in the role, can be discussed at the interview stage.Person SpecificationAchieved Grade/Years of expereinceEssential

• NVQ level 2 or equivalent standard of literacy and numeracy NVQ level 3 in relevant subject or equivalent level of proven experience

Desirable

• Working in a busy office environment Working in an NHS environment Significant administrative experience Creating and maintaining office systems

Experience/SkillsEssential

• Handling sensitive and confidential information Experience of working autonomously

Desirable

• NHS Priorities and Issues Good working knowledge of Outlook, Word, Excel, Power point, Access Update and maintain efficient administration systems Maintain confidentiality/data protection Able to use own initiative and make decisions on behalf of others Able to analyse systems to improve services

knowledge/skillsEssential

• Advanced level IT skills Establish and maintain good working relationships Excellent interpersonal skills

Desirable

• Clear communication skills including excellent writing, data entry and presentation skills Able to construct and delivering clear information/instructions to others Able to multi-task Able to work without supervision and use own initiative

Person SpecificationAchieved Grade/Years of expereinceEssential

• NVQ level 2 or equivalent standard of literacy and numeracy NVQ level 3 in relevant subject or equivalent level of proven experience

Desirable

• Working in a busy office environment Working in an NHS environment Significant administrative experience Creating and maintaining office systems

Experience/SkillsEssential

• Handling sensitive and confidential information Experience of working autonomously

Desirable

• NHS Priorities and Issues Good working knowledge of Outlook, Word, Excel, Power point, Access Update and maintain efficient administration systems Maintain confidentiality/data protection Able to use own initiative and make decisions on behalf of others Able to analyse systems to improve services

knowledge/skillsEssential

• Advanced level IT skills Establish and maintain good working relationships Excellent interpersonal skills

Desirable

• Clear communication skills including excellent writing, data entry and presentation skills Able to construct and delivering clear information/instructions to others Able to multi-task Able to work without supervision and use own initiative

Expected salary

£26530 – 29114 per year

Location

Ilford, Greater London

Job date

Tue, 14 Jan 2025 05:54:24 GMT

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