Medical Secretary -10 Months Fixed Term contract NELFT NHS Foundation Trust

North East London NHS; Ilford; On-site; GBP 4,000 - 6,000; Full time

Job summary

Join a forward-thinking healthcare organization as a Medical Secretary, providing essential administrative support to the nursing team. This role involves managing diaries, handling correspondence, and ensuring the smooth operation of administrative tasks within the ward. You will play a vital role in maintaining high standards of service while demonstrating empathy and discretion in dealing with service users. With a supportive induction process and a focus on professional development, this opportunity is perfect for those looking to make a meaningful impact in the healthcare sector. Embrace the chance to contribute to a collaborative team environment while enhancing your administrative skills.

Benefits

Comprehensive Induction Program

High Cost Area Supplement

Mandatory Training

Health and Wellbeing Support

Qualifications

• Experience in providing high-quality administrative and secretarial services.
• Advanced IT skills for creating reports and presentations.

Responsibilities

• Provide comprehensive administrative support to the nursing team.
• Manage diaries and coordinate meetings effectively.
• Handle correspondence and maintain filing systems.

Skills

Administrative Support

Diary Management

IT Skills

Word Processing

Communication

Organizational Skills

Education

Relevant Administrative Qualification

Tools

Microsoft Office Suite

Electronic Filing Systems

Job description

Provide a comprehensive medical secretarial and administrative support service to the Knight Ward nursing team, clinicians and their associated staff including ward doctors. To adhere to tight timescales, and produce work of a high standard of quality and to organisational targets. Typing of complex documents, using appropriate software packages. Maintain the electronic diaries of clinicians and ward manager. Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met. Deal with queries from service users including 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. Provide admin support for the ward team and booking appointments. 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.

The post holder will be based at Sunflowers Court, Goodmayes Hospital, Ilford, and required to work 9am - 5pm, 37.5 hours per week.

Key Responsibilities:

1. Provide a high quality confidential and comprehensive administrative and secretarial service.
2. Manage the diary and make decisions on behalf of the Manager in prioritising and re-arranging diary commitments.
3. Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
4. Operate bring forward and reminder systems.
5. Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
6. Utilise advanced level IT skills to create reports, spreadsheets and presentations.
7. Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information.
8. Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
9. Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
10. Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
11. 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.

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).

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.

High Cost Area Supplement - Outer London:

This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,551 to a maximum of £5,735 p.a. pro rata for part time).

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.

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.

This advert closes on Wednesday 11 Dec 2024.