AddressADVERT :Medical Secretary/Senior Administrator - Band 4 – Fixed Term Contract for 9 months - Maternity Cover - 37.5 hours per week
Provide a comprehensive medical secretarial and administrative support service to the Waltham Forest Community Paediatrics Service, clinicians and their associated staff, and adhere to tight timescales, and produce work of a high standard of quality Adhere to organisational targets. Typing of complex documents, letters, reports, etc for clinicians using appropriate software packages. Maintain the electronic diaries of clinicians. Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met.
Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion. Deal with complex mail. Establish and maintain an effective system . Organise and oversee the arrangements for chasing investigation reports and be proactive in the development of administrative services. Be a team player The post holder will be based at Wood Street Health Centre, Walthamstow, and required to work 37.5 hours hours per week , with opportunities for home working.
To provide a comprehensive medical secretarial and administrative service to clinicians and other members of the multi professional team including, where appropriate providing administrative support in the co-ordination of medical staff rotas and leave, responsible for managing mail, telephone calls, face to face and electronic communications from clinical and non-clinical staff, patients, relatives, carers and external agencies, responding where appropriate; prioritising and redirecting or escalating as required to clinicians or line manager to ensure efficiency and effectiveness of service delivery
Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion. l. 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.
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 focussing 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
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,313 to a maximum of £5,436).
COVID-19 Vaccination
We continue to encourage all staff to ensure that they have been double vaccinated and received their booster. We recognise that taking the vaccine provides the best defence against COVID 19 for our patients, our staff and their families.
We reserve the right to close this vacancy early should sufficient applications be received.
To provide a comprehensive medical secretarial and administrative service to clinicians and other members of the multi professional team including, where appropriate providing administrative support in the co-ordination of medical staff rotas and leave, responsible for managing mail, telephone calls, face to face and electronic communications from clinical and non-clinical staff, patients, relatives, carers and external agencies, responding where appropriate; prioritising and redirecting or escalating as required to clinicians or line manager to ensure efficiency and effectiveness of service delivery
Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion. Deal with 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. 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
Provide a high quality confidential and comprehensive administrative and secretarial service.
Manage the diary and make decisions on behalf of the Manager in prioritising and re-arranging diary commitments.
Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
Operate bring forward and reminder systems.
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 that are intended for external review eg safeguarding, the production of agendas and coordination of papers, ensuring that key documents are available within defined timescales.
Maintain up to date confidential personal staff files.
Please 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.
