Medical Secretary

Joining #TeamNELFT means you’ll become part of a welcoming and supportive working environment. We’re CQC rated Good, and we want you to join us on the journey towards an Outstanding rating. NELFT has sites across North East London, Essex, Kent and Medway. We provide community and mental healthcare services to adults and children within these areas.

The Trust has award winning equality and diversity initiatives and staff health and wellbeing activities. We invest heavily in your development, because when you are valued and supported, we provide the best care to our patients. We are a Level 3 Disability Confident Leader, have been featured in the Working Families Top 10 Employers benchmark for three consecutive years, and we have achieved a Carers UK Level 1 Accreditation. Along with our staff networks and training opportunities, we work hard to embed a just and compassionate culture here at NELFT.

Find out more about NELFT careers and what makes our Trust a great place to work, in this video

Job overview

We are seeking an experienced Medical Secretary to provide a smooth and efficient secretarial and administrative support function to the ADHD Service. The successful applicant will have experience of secretarial support in a health care setting and be able to demonstrate excellent organisational and workload management skills. 

The post holder will be expected to support their team, department and organisation to achieve the Trust’s Values in their day to day work. These are the 5P’s:

Putting people first Prioritising quality Being progressive, innovative and continually improve Being professional and honest Promoting what is possible – independence, opportunity and choice

Main duties of the job

The successful candidates will have excellent written communication skills and have an efficient and confident approach to dealing with staff, patients, relatives and outside agencies as required.

The post holder will be required to undertake some general administrative duties within the service which directly support the work of the multi-disciplinary teams.

To liaise between Consultants and their teams, with the Wards, Medical Records Personnel, Urgent Care teams, Pathway services, other Hospitals, Care Coordinators, Social Workers etc. including CPA review meetings and organising outpatient’s clinics when necessary. To provide cover for other secretaries within the department and carry out any other duties as required by the role, including cover on our busy Reception.

Working for our organisation

Starting with NELFT
NELFT 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 focusing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.

Probationary Period

This 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). 

High Cost Area Supplement - London

This post attracts payment for High Cost Area Supplement of 15% of the basic salary (minimum payment of £4,551 and a maximum payment of £5,735 per annum pro rata).

Certificates of Sponsorship

Although we are a registered sponsor organisation, we are unable to offer sponsorship for all job roles. Please check your eligibility under the UKVI points based system. 

Detailed job description and main responsibilities

Transcribe, from recorded dictation or handwritten notes, all discharge summaries, clinic letters & all other correspondence generated by consultants & their teams, detailed & complicated Reports for Courts, Tribunals, Case Conferences & Minutes of Meetings. Some reports & letters are of a distressing nature. Signing letters on behalf of medical staff as and when required. Keep patient records up to date on the Trust’s electronic data base. (RIO) This forms a large part of the role & training will be given as required. Enter correspondence & notes related to patients onto RIO & file paperwork for meetings etc. & ensure medical notes are returned to Medical Records. Service any meetings as required by medical staff or the Admin Manager including distributing minutes & agendas. Deal with telephone callers in a courteous manner, giving appropriate advice, taking & relaying messages accurately, processing enquiries & keeping a record of these transactions. Telephone calls may be of a sensitive nature. Make appointments as necessary, contacting patients, carers & other agencies as required, ensuring that all outward post is despatched as quickly as possible Open, distribute & deal with medical staffs’ incoming mail. Compose response letters as & when required. Maintain an electronic diary system for the Medical Staff and arrange room bookings as and when required. Undertake any typing, photocopying, collating and distribution of documents as required by the Medical Team.

Front of House

Facilitate the smooth running of the service, dealing sensitively with any complaints, problems or issues arising, highlighting and referring problems where necessary to the line manager. Take clear messages and pass them promptly to the appropriate member of the team using own judgement on urgency. Responsible for ordering stationery and other supplies via the electronic procurement system, receipting goods and chasing shortfalls.

TRAINING AND DEVELOPMENT:

Attend and contribute to staff meetings and mandatory training courses. To take responsibility for own personal and professional development

At times, required to set own priorities and act independently under the constraints and demands of the job, deciding when it is necessary to contact the line manager.

Please see the attached job description and person specification for further details on this vacancy.

Use of AI
Applications 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.

Person specification

Experience

Essential criteria

Previous secretarial experience Experience of working in a Mental Health Organisation

Qualifications

Essential criteria

NVQ level 2 or equivalent standard of literacy and numeracy

Knowledge

Essential criteria

Handling sensitive and confidential information

Skills

Essential criteria

Good working knowledge of RiO, Outlook, Word, Excel, Power point, Access Worked for NHS Minute taking experience

Benefits

We believe in bringing your authentic and best self to work, in order to deliver the best care to our patients. We are committed to supporting our employees holistically. Here is a snapshot of what is on offer at NELFT:

A long-standing and award-winning approach to equality and diversity with supportive networks for ethnic minority staff, staff with disabilities or long term/chronic conditions and LGBT staff. A commitment to supporting colleagues to achieve a work life balance, through flexible working opportunities and our effortsto support our working parents and carers. This has resulted in us being recognised as a ‘Top 10 Family Friendly Employer’ from the Working Families Charity. Proactive health and wellbeing support, including access to our employee assistance programme, staff psychological support, individual wellbeing conversations and a network of health and wellbeing ambassadors. Detailed information about our wellbeing and benefits offer can be found in this link.

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that’s a job share, part time hours or another flexible pattern.