Administrator Medical Secretary

Salary: £26,000 per year

If you are an experienced secretary/administrator with skills in audio/touch typing/minute taking and managing a busy reception, then let us take you on our journey to be an outstanding service, at the flagship site of Nouvita Healthcare, Baldock Manor Hospital.

You will work as an important member of the wider administrative team to provide smooth and efficient, high quality secretarial and hands-on administrative support function to the Consultant Psychiatrist and MDT (multi-disciplinary team. The usual duties may include (ensuring efficient diary management of the Consultant psychiatrists and associate specialist; safe and efficient data management; production of letters and reports with; providing on-site secretarial support to MDT meetings.

You must love dealing with people at a busy reception because you will be very much in the front line with the patients and their families. As such, the post will include exchanging verbal and written information with patients, funders, care coordinators, staff and carers.

Baldock Manor Hospital is the flagship site of Nouvita Healthcare and it is our 40-bed mental health hospital in north Hertfordshire, offering a comprehensive and person-centred range of treatments in locked PICU and rehabilitation wards for women and men with mental illness, personality disorders and complex physical health needs.

Part-Time – 22.50 per week (Monday, Thursday and Friday), usually 9-5 pm.

£26,000 per year pro rata

Duties:

* Represents 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.

* Ensure physician productivity by maintaining calendars and diaries, scheduling appointments, consultations, professional meetings, conferences, teleconferences, and travel.

* Produces information by transcribing dictations, preparing medical reports and summaries, patient histories, manuscripts and correspondence, planning, organising, coordinating and controlling projects.

* Provides historical reference by developing and utilising filing and retrieval systems, maintaining patient records, recording meeting discussions.

* The coordination of CPA (Care Programme Approach) duties.

* Maintains patient confidence and protects operations by keeping information confidential.

* To 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.

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

* Enhances the service by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

* To prioritise and efficiently organise own workload on a daily basis to ensure that all tasks are completed in a timely manner.

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

Skills & Knowledge

Essential

* Experience of working within an office environment

* Fully IT literate, particularly with Microsoft Office programs and database systems

* 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 Multidisciplinary Team

* Able to prioritise workload and manage competing demands

Desirable

* Previous experience as a Medical Secretary or Ward Administrator

* Previous experience of working within the Mental Health Sector

* Medical Secretary or Administrative qualification – e.g. AMSPAR, NVQ

* Knowledge of medical/mental health terminology and health information practices

* Experience in collating information for auditing

* Experience in reception and front of housework

The full job description is available upon request.