Older Peoples Medical Secretary

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Post Title
Medical Secretary
Service/Ward/Department
Mental Health Services for Older People, Etherow Building, Tameside General Hospital
Borough
Tameside & Glossop, South Division
Band & salary scale
4
Hours of work
1 x 30 hours
Service/Ward/Department Summary:
An opportunity has arisen for a part time medical Secretary post within Older People’s Services for Pennine Care NHS Foundation Trust which is situated in the Etherow Building at Tameside Hospital. The role will provide a comprehensive administrative / secretarial service to the Consultant Psychiatrist Team and supporting trainees.
The post-holder will be flexible and use their own initiative to organise their workload, dependent upon the priorities and requirements at that time. Sensitivity to people with mental health needs is essential within this role
Provision of full secretarial service to Consultant and his/her supporting medical team which includes typing letters, psychiatric reports, non-clinical typing and recording minutes of meetings, information gathering and circulating correspondence, dealing with internal and external mail (paper and electronic), managing this communication by responding to routine matters.
To deal with telephone enquiries (often from patients who are distressed) and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and tactful manner.
Responsible for recording referrals, appointments and related information in a timely manner in accordance with the Data Quality Policy and supporting Data Quality Guidelines and to directly collate and input data on PARIS in relation to outpatient activity.
Ensure the prompt typing of discharge summaries, subsequent follow up appointment letters, reports and general correspondence within agreed standards.
Key Requirements of the Person Specification:
Good level of general education including GCSE English or equivalent qualification
NVQ 4 qualification to diploma level or equivalent experience
Excellent communication (verbal and written) skills in order to communicate in an appropriate manner to all staff and members of the public
Excellent IT and audio-typing skills
Competence in using information technology including Word, Excel, PowerPoint and Email
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our #PennineCarePeople and do everything we can to make sure we're a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
Undertake the full range of secretarial duties including typing of clinic letters, discharges, general correspondence, assessment/tribunal reports and legal court reports using word processing, audio/shorthand as required, prioritising workload. Use email. Send faxes as required. Attend to photocopying.
To create and achieve balance in the team workload on a daily basis.
To ensure a courteous, polite and efficient service is provided to service users, internal and external customers at all times.
To ensure confidentiality is maintained
Linking of investigation reports, X-rays, scans etc with case notes.
File correspondence sequentially in hospital case notes.
Maintain an up to date appointments diary and liaise with Consultants and the team.
Arrange, where applicable, interviews with relatives, medical representatives and home visits.
Liaise with GP’s, Social Workers and if required Police, if a Mental Health Section is required.
Arrange urgent clinics or procedures and ensuring all relevant departments are notified accordingly, to include Community Mental Health Centres and outpatients.
To observe confidentiality for service users, carers and staff and also in relation to confidential information and documents
Arrange CPA reviews with Community Psychiatric Nurses, Social Workers, Medical Records and patients. To ensure clinic is booked in advance.
Opening, sorting and distributing incoming post.
Maintain office filing system and stationery.
Maintain Consultant diary, including liaison with other agencies. This may include use of electronic diary.
Act as a liaison for patients, clinicians, GP’s and nursing staff, Medical Records and other agencies, both over the phone and face-to-face contact.
Liaise with Ward Managers/Bed Manager regarding bed status and waiting lists.
Liaise with Solicitors, Probation, Prisons and Courts.
This job description is not exhaustive, but is intended to give an overall picture of the role. Other duties within the general scope of the post may be required from time to time. The duties of the post and job description can be reviewed through the agreed process.
Please see job description for more information.