Job description

Job responsibilities

The Senior Medical Secretary provides a smooth, efficient and high quality secretarial and hands-on administrative support function to an assigned Clinician and Ward, while supervising and overseeing the work of the Medical Secretary.

What you will do:

Provide supervision for the Medical Secretary, overseeing their workload and supporting their development.

Represent medical staff by screening incoming telephone calls, recording and transmitting messages, scheduling appointments, and arranging referrals to other healthcare providers, including consultations, tests and scans.

Take minutes during meetings, HR investigations and clinical governance.

Support the Consultants clinical time by maintaining calendars and diaries and scheduling appointments, consultations and professional meetings.

Prepare medical reports and summaries, patient histories, manuscripts and correspondence.

Provide historical reference by developing and using filing and retrieval systems, maintaining patient records and recording meeting discussions.

Maintain patient confidence and protect operations by keeping information confidential.

Liaise and maintain close working relationships with other secretaries and administrative staff, and cover leave for other secretaries when necessary.

Provide cover for the Mental Health Act Manager and Senior Administrator when needed.

Provide front of house cover when needed.

Maintain the office supplies inventory by checking stock, anticipating needs, placing and expediting purchase orders and verifying receipt.

Prioritise and efficiently organise your own workload to ensure all tasks are completed in a timely manner, and oversee the workload of the Medical Secretary.

Support the processing and recording of information for regular audits.

Maintain patient and staff confidentiality in accordance with GDPR guidelines.

Maintain quality results by following and enforcing standards.

Person Specification

Experience

Essential

• Previous experience as a Medical Secretary or Ward Administrator
• -Experience of supervising, mentoring or overseeing the work of a colleague
• -Experience of working within an office environment
• -Fully IT literate, particularly with Microsoft Office programs and database systems
• -Touch typing skills
• -Experience in accurate minute-taking
• -Ability to work both independently and as part of a team
• -Ability to keep calm under pressure
• -Excellent verbal and written communication skills
• -Excellent organisational, interpersonal and time management skills
• -Able to prioritise workload and manage competing demands

Desirable

• - Previous experience of working within the mental health sector
• - Knowledge of the Mental Health Act and associated administrative processes
• -Medical Secretary or administrative qualification e.g. AMSPAR, NVQ
• -Knowledge of medical/mental health terminology and health information practices
• - Experience of collating information for auditing

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

Nouvita Limited

Address

Nouvita Healthcare

London Road

BALDOCK

Hertfordshire

SG7 6ND

United Kingdom

Employer's website

https://nouvita.co.uk/ (Opens in a new tab)

Job description

Job responsibilities

What you will do:

-Represent medical staff by screening incoming telephone calls, recording and transmitting messages, scheduling appointments, arranging referrals to other healthcare providers, scheduling appointments for consultations, tests, scans, etc.

-Take minutes during meetings, HR investigations and clinical governance.

-Maintain calendars and diaries, scheduling appointments, consultations, professional meetings.

-Produce information by transcribing dictations, preparing medical reports and summaries, patient histories, manuscripts and correspondence.

-Provide historical reference by developing and utilising filing and retrieval systems, maintaining patient records, recording meeting discussions.

-Maintains patient confidence and protect operations by keeping information confidential.

-Liaise and maintain close relationships with other secretaries and administrative staff and to cover leave for other secretaries when necessary.

-Provide front of house cover when needed.

-Maintain office supplies inventory by checking stock, anticipating needs, placing and expediting purchase orders and verifying receipt.

-Prioritise and efficiently organise own workload to ensure that all tasks are completed in a timely manner.

-To support with processing and recording of information for regular audits.

-Maintain patient and staff confidentiality in accordance with GDPR guidelines.

-Maintaining quality results by following and enforcing standards.

Person Specification

Qualifications

Essential

• -Experience of working within an office environment
• -Fully IT literate, particularly with Microsoft Office programs and database systems
• -Ability to work both independently and within a team
• -Ability to keep calm under pressure
• -Touch and audio typing skills
• -Experience in accurate minute-taking
• -Excellent verbal and written communication skills
• -Excellent organisational/interpersonal and time management skills
• -Able to work within a Team
• -Able to prioritise workload and manage competing demands

Desirable

• -Previous experience of working within the Mental Health Sector
• -Previous experience as a Medical Secretary or Ward Administrator
• -Medical Secretary or Administrative qualification e.g. AMSPAR, NVQ
• -Knowledge of medical/mental health terminology and health information practices
• -Experience of collating information for auditing

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

Nouvita Limited

Address

Nouvita Healthcare

Baldock Manor

London Road

BALDOCK

Hertfordshire

SG7 6ND

United Kingdom

Employer's website

https://nouvita.co.uk/ (Opens in a new tab)