Children in Care Medical Secretary

Gateshead Health; Gateshead; On-site; GBP 26,000 - 30,000; Full time

Job summary

An established health service provider in the North East of England is seeking a dedicated secretarial support professional for their Children in Care team. This role involves managing clinics, supporting clinicians, and ensuring smooth operations while adhering to high standards of care. The ideal candidate will possess strong organizational skills, experience in healthcare, and a commitment to fostering positive relationships. Join a supportive environment that values innovation and care, and contribute to making a difference in the lives of children in care. This is a fantastic opportunity to be part of a caring and dynamic team.

Benefits

Wellbeing Program

Supportive Work Environment

Professional Development Opportunities

Qualifications

• Experience in secretarial or office administration roles.
• Proficiency in Microsoft Office packages.
• Experience working in the NHS or healthcare environment.

Responsibilities

• Provide secretarial support to the Children in Care team.
• Manage clinics, diaries, and meetings for clinicians.
• Serve as the main contact for social workers and foster carers.

Skills

Organisational Skills

Planning Skills

Knowledge of Medical Terminology

Understanding of Administrative Systems

Teamwork

Education

NVQ Level 3 in Business Administration

RSA Level 3 Typing

Tools

Microsoft Office

Careflow System

Job description

Responsibility for providing an efficient secretarial support service to the Children in Care team to meet internal and external standards/performance indicators.

Provides support to Children in Care clinicians (e.g., managing clinics and diaries, organising meetings).

Main duties of the job

Main Purpose of the Job

1. Attend regular meetings.
2. Main point of contact for social workers, foster carers, and third parties (e.g., other clinicians, services, GPs, health visitors) to resolve queries, respond to requests for information, or notify third parties of information as required by clinicians.
3. Contribute to the management of health assessment appointments for Children in Care.
4. Input and export data pertaining to Children in Care.
5. Oversee the smooth running of nominated clinics; managing capacity, cancellations, rescheduling, and arranging additional clinics to ensure statutory responsibilities are met.
6. Liaise with internal and external teams to gather information for children's health assessments and adoption medicals.
7. Provide a high-quality clinical typing service including health assessments, adoption medical reports, clinic instructions/outcomes, typing of referrals, arranging investigation appointments, typing minutes, and populating report templates.
8. Action tasks from typing, including updating systems, outcome codes, and referrals to other agencies.
9. Upload and scan documents to records in a timely manner.
10. Manage open referrals for Children in Care.
11. Use the Trust's clinical noting system to keep children's records up to date.
12. Liaise with parents/carers regarding prescription requirements.

About us

Based in the North East of England, we provide hospital and community health services from facilities including Queen Elizabeth Hospital, Blaydon urgent care centre, and Bensham Hospital within Gateshead.

Established in 2005, as one of the first foundation trusts, we have consistently achieved high standards of care. We employ around 4,800 staff and provide 444 hospital beds across Gateshead.

Our core values, ICORE (Innovation, Care, Openness, Respect, Engagement), guide all we do. We support staff through various networks and initiatives, including the 'Balance' wellbeing program available at balancegateshead.com, to ensure a healthy and supportive work environment.

Job responsibilities

Main Purpose of the Job

1. Provide efficient secretarial support to the Children in Care team to meet standards and performance indicators.
2. Support clinicians with managing clinics, diaries, and meetings.
3. Attend regular team meetings.
4. Serve as the main contact for social workers, foster carers, and third parties to resolve queries and communicate information.
5. Assist in managing health assessment appointments.
6. Input and export data related to Children in Care.
7. Ensure clinics run smoothly by managing capacity, cancellations, and additional sessions as needed.
8. Coordinate with teams for children's health assessments and medicals.
9. Provide high-quality typing services for health assessments, reports, and referrals.
10. Update systems and action tasks from typing outputs.
11. Upload and scan documents promptly.
12. Manage open referrals and keep records current using the clinical noting system.
13. Coordinate with parents/carers regarding prescriptions.

Person Specification

Qualifications

• NVQ Level 3 in Business Administration or equivalent experience.
• RSA Level 3 typing or word processing qualification or equivalent experience.

Experience

• Experience working in the NHS or healthcare environment.
• Experience in secretarial or office administration roles.
• Proficiency with Microsoft Office packages.
• Experience with safeguarding and children in care.

Skills

• Strong organisational and planning skills.
• Ability to work independently and as part of a team, fostering good relationships.
• Knowledge of medical terminology.
• Understanding of administrative systems and procedures.
• Knowledge of the Careflow system.

Disclosure and Barring Service Check

This role requires a DBS check due to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A disclosure will be requested to check for any criminal convictions.

Salary: £26,530 to £29,114 per year, pro-rata.