Job overview

An opportunity has arisen for an experienced and motivated Medical Secretary/PA to join our friendly administration team at Seaside View, Children’s Development Centre.

Working as part of a team of administrators you’ll be responsible for coordinating the Consultant Community Paediatrician’s diaries and managing their the day to day clinics and waiting lists, liaising effectively with patients and other professionals.

We’re looking for a motivated team player with the ability to manage their own workload, demonstrate attention to detail, utilise their efficient organisation skills and work in collaboration with Consultant Community Paediatrician’s.

Excellent IT and effective communication skills are essential and a desire to engage in streamlining administrative processes helping to maximise efficiency and ensure good patient experience and practice.

Main duties of the job

The main duties of the role will be keeping an accurate and up to date diary for the Consultant Community Paediatrician’s making appointments as necessary and maintaining caseloads and accurate waiting lists prioritising competing needs and clinics.

Maintain accurate and up to date confidential client information on SystmOne, including the recording of clinics attendance.

Communicate via telephone in an efficient and polite manner with clients, taking action where necessary ensuring that clinical enquiries are dealt with as a priority. Record messages accurately, to be responsible for deciding which enquiries to forward as a priority.

You will provide a full word processing service, including audio typing as required, within set timescales and to a high accuracy and presentation.

It is important to be able to work efficiently within the busy team and be able to prioritise own workload as well as assist with colleagues workloads during periods of absence.

Working for our organisation

Our vision is to provide excellent care at the heart of the community and achieving the highest level of service is our top priority. We develop and nurture our staff and recognise that they are our greatest asset.
We give them clear career pathways, support their wellbeing, recognise and value their diversity and provide them with the leadership, skills and knowledge they need to deliver the best care for our patients now and in the future.

With a focus on staff wellbeing we’ll support you with comprehensive induction programme to help you settle into your new role. Reporting to our Centre Coordinator, you’ll receive regular 1:1 supervision and training opportunities to develop your career.

We particularly welcome applications from disabled, LGBT+ and Black, Asian and Minority Ethnic (BAME) candidates as we would like our TTTH team to reflect the diverse communities we serve. As a Trust, we recognise the positive value of diversity in providing high quality and culturally competent care; we are a Disability Confident Employer, and benefit from thriving and supportive BAME, Disability, LGBT+ and Religion and Belief staff networks.

Detailed job description and main responsibilities
Keeps diary for Consultant Community Paediatrician and makes appointments as necessary, prioritising competing needs.

Record on excel data bases information regarding children from a variety of agencies covering a range of needs.

Screen incoming mail and take action where appropriate.

Use patient information and management system and Social care record to ensure necessary information is gathered and provide this within agreed statutory timescales and to record and action outcomes from appointments.

To provide a full word processing service, including audio typing as required, within set timescales and to a high accuracy and presentation.

General administration duties including filing, archiving, photocopying, subject access requests, sending out correspondence etc.

To work efficiently within a busy team and be able to prioritise own workload as well as assist with colleagues workloads during periods of absence.

To maintain children’s health records, filing documents, keeping

demographic information.

Maintain accurate and up to date confidential client information on SystmOne, including record of clinic attendance ensuring that confidentiality of patient information is maintained.

Communicate effectively with staff, outside agencies, patients and their families. Record messages accurately, to be responsible for deciding which enquiries to forward as a priority, which to handle without referral.

Arrange and where appropriate attend meetings internal and external.

Co-ordinating date and times, booking venue organising refreshments, using own initiative at times without reference. Produce agenda take minutes and follow up action points as required.

To deal with communications (telephone and face-to-face) in an efficient and polite manner from both staff and clients taking action where necessary ensuring that clinical enquiries are dealt with as a priority. Record messages accurately, to be responsible for deciding which enquiries to forward as a priority, which to handle without referral.

To ensure that confidentiality of patient/staff information is maintained.

To understand how the work undertaken relates to and affects the work of others, in order to achieve the best outcomes in terms of effective process and quality of service.

Training and supervision of other staff within the office environment, including awareness of, and adherence to, trust policies and procedures.

To undertake any other duties as required by the Child Health Team this could include non NHS business associated with the Integrated Child Development and Disability service and will include covering the reception area on a rota basis.

To provide accurate data as required for audit / research purposes

To understand how the work undertaken relates to and affects the work of others, in order to achieve the best outcomes in terms of effective process and quality of service.

Person specification

Qualifications
Essential criteria

  • Educated to GCSE level in Maths and English, or equivalent (pref Grade A-C)

    • Desirable criteria

  • Hold a NVQ Level 3 or equivalent business administration qualification.
  • ECDL

    • Experience
    Essential criteria

  • minimum of 2 years experience of secretarial work
  • minimum 2 years experience of working in a multi-disciplinary team
  • Experience of using and developing databases

    • Desirable criteria

  • Previous experience in a clinical environment

    • Skills and knowledge
    Essential criteria

  • Good interpersonal skills demonstrating tact and diplomatic abilities
  • Ability to liaise with a variety of professional groups
  • Contributes constructive feedback to drive continuous service improvement
  • Ability to work autonomously and as part of a team
  • Ability to use own initiative with routine matters and enquiries and utilise problem solving skills
  • Good written and verbal communication skills
  • Ability to manage and prioritise workload to meet changing deadlines
  • Excellent organisational skills
  • Audio-typing skills
  • Ability to produce documents to a high standard of presentation and accuracy
  • Knowledge of the NHS

    • This post may close earlier than the published closing date if sufficient applications are received.

    Correspondence relating to this vacancy will be conducted electronically. If you have not heard from us within two weeks please assume that your application has been unsuccessful on this occasion. Please ensure that you check your emails, including your junk folder, on a regular basis. References will be requested electronically as well; please ensure you provide correct contact details for referees.

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