Administrator- Medical Secretary

Tees, Esk and Wear Valleys NHS Foundation Trust; Archdeacon Newton; On-site; GBP 24,000 - 30,000; Full time

Job summary

Tees, Esk and Wear Valleys NHS Foundation Trust is seeking a Band 4 Senior Administrator - Medical Secretary to support Birch Ward/Eating Disorders at West Park Hospital, Darlington. You will provide a full secretarial service to consultants, junior medical staff, and the MDT, including diary co-ordination and dictation.

You will triage emails, manage annual leave and study leave processes, and arrange travel/accommodation while acting as the first point of contact for service users, carers, and

Qualifications

• Significant experience in an administrative environment including digital audio typing, Microsoft Office, diary management, filing systems, and data presentation.
• Experience coordinating meetings, workload management and information collation.
• Understanding of data protection and confidentiality guidelines.

Responsibilities

• Provide full secretarial service to consultants, junior medical staff, and MDT members.
• Manage diaries, meeting setups, dictation and minutes.
• Triage emails and post, handle travel and accommodation arrangements.
• Coordinate training events and liaise with staff for travel arrangements.
• Be first point of contact for managers and healthcare professionals for service queries.

Skills

Advanced typing

Microsoft Office

Diary management

Filing systems

Data reporting

Communication with MDT

Education

Leadership & Management Level 3/5

Business Administration NVQ

IT qualification (ECDL/RSA)

Literacy & Numeracy Level 2

Tools

MS Office Suite

Digital audio typing

Job description

An exciting opportunity has arisen for a Band 4 Senior Administrator- Medical Secretary to support Birch Ward/Eating Disorders in patients at West Park Hospital, Darlington Your role will consist of being responsible for ensuring the provision of a full secretarial service to consultants, junior medical staff, advanced practitioners, and other staff within the multi-disciplinary team. To undertake non routine activities which may be delegated by line manager, consultant staff or other members of the multi-disciplinary team., You will resolve problems which may be received directly from service users, family or carers or referred by members of the administration team. To always interact compassionately with service users and carers. Service users have a range of mental health conditions or learning disabilities. The post holder will complete secretarial duties for the medical team such as meeting minutes, big hand, diary co-ordination, setting up meetings and dictation and will be the first point of contact for service users, family and carers dealing with a range of enquiries or concerns in person or over the telephone. This may involve arranging for an interpreter. You will provide a full range of personal assistant duties for medical staff including triaging of e-mails and post, administering annual leave and study leave applications, booking attendance at training events and conferences and liaising with designated staff to ensure accommodation and travel is booked as required. The successful applicant will be the first point of contact for managers, general practitioners and other healthcare professionals within and external to the Trust, dealing with a range of enquiries, queries or concerns on behalf of consultants and medical team, to support them in communications with all groups or individuals involved in the service., Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.,

• Implementing and maintaining systems and processes within an administration team
• Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
• Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information
• Co-ordinating meetings and associated duties
• Extracting data and report preparation
• Participation in service and quality improvement initiatives
• Advanced typing skills and inputting data accurately and efficiency
• BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale
• IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience
• Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9), Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines
• A sound understanding of quality improvement initiatives
• Organising and completing demands and workloads meeting deadlines using delegation where necessary
• Problem solving for an area of work or developing alternative or additional procedures.

We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.

From education and prevention, to crisis and specialist care --our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for. We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health. We're committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it. We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.