Medical Support Secretary

NHS; Exeter; On-site; GBP 22,000 - 26,000; Full time

Job summary

A leading healthcare provider in Exeter is seeking two full-time Medical Support Secretaries to support Consultant Psychiatrists and medical staff with administration. The ideal candidates will excel in organisational skills and IT proficiency, with previous experience in a medical or administrative setting. Flexible working arrangements are available, and the workplace values inclusivity and professionalism. This position requires excellent communication skills and the ability to manage confidential information effectively.

Qualifications

• Proficient in Microsoft Office packages.
• Ability to maintain accurate patient records.
• Experience managing diaries and making appointments.

Responsibilities

• Support Consultant Psychiatrists and medical staff with administration.
• Maintain high standards of service for patient needs.
• Provide cross cover for administrative colleagues.

Skills

Organisational skills

Communication skills

IT skills (Microsoft Office)

Diary management

Minute taking

Education

Business Administration Level 3/T Level qualification

GCSE English or equivalent

Job description

An exciting opportunity has arisen for two Medical Support Secretaries within the Exeter Community Administration Team.

There is one permanent position and one fixed term position (9 months) both are full time (37.5 hours) however, there is some flexibility in this.

We are looking for a highly organised and multi‑skilled person to support the Consultant Psychiatrists, associated medical staff and the multi‑disciplinary team where appropriate with their administration.

You will be part of a larger administration team and will work closely with other Medical Support Secretaries and Business Support Administrators.

The team support the adult population in the community providing diagnostic and support services for people with mental health difficulties.

Please note that applicants requiring a certificate of sponsorship should review the link "Coming to work in the UK Visa information" on the advert to see if they meet the requirements.

Main duties of the job

The post holder must be able to work to a high standard with a good knowledge of Microsoft Office as well as excellent diary management and minute taking skills.

To maintain a high standard of service to meet patient needs; keeping accurate, upto date patient records and typing clinical correspondence.

You will be required to use your initiative and have the ability to prioritise work, whilst working calmly and confidently under pressure and able to meet conflicting demands.

You will need to multi‑task with ease and possess excellent organisational skills as well as an eye for detail.

The post holder needs to be able to correspond with a wide range of people and professional services. You should have excellent communication skills and telephone manner.

To support the organisation in the delivery of a seamless pathway of care.

The post holder will provide cross cover for administrative colleagues when required.

About us

We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.

We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do

Our values

We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.

We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.

Job responsibilities

Please see the attached Job Description and Person Specification which will provide further information on this role

Person Specification

Knowledge and skills

• Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook
• Working knowledge of a range of administrative procedures including diary management and arranging appointments, please give brief examples.
• Please give an example of how you work under pressure when needing to meet a deadline
• Ability to work both independently without direct supervision on a day to day basis
• Knowledge of our business and how it supports patient care
• Able to deal confidentially and tactfully with people at all levels
• Understanding and respect of confidentiality in the workplace

Experience

• Excellent organisational skills - Ability to prioritise workload and adapt to change when required
• Previous experience of working within an administrative or secretarial team
• Experience of dealing with confidential and complex information
• Ability to take accurate formal and informal minutes
• Experience in dealing with people in distress in a calm and confident manner
• Excellent interpersonal and communication skills both written and verbal
• Previous experience in a Medical Secretarial role
• Previous NHS experience of working in a Healthcare or Social Care administrative setting

Qualifications

• Business Administration Level 3/ T Level qualification in Management and Administration, or equivalent experience.
• GCSE English or equivalent
• Evidence of continuing professional and personal development
• AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification
• ICDL (International Computer Driving License), or equivalent experience

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.