Medical Administrator/Secretary

• Represent medical staff by screening incoming telephone calls, recording and transmitting messages, scheduling appointments, arranging referrals to other healthcare providers, scheduling appointments for consultations, tests, scans, etc.
• Take minutes during meetings, HR investigations and clinical governance.
• Maintain calendars and diaries, scheduling appointments, consultations, professional meetings.
• Produce information by transcribing dictations, preparing medical reports and summaries, patient histories, manuscripts and correspondence.
• Provide historical reference by developing and utilising filing and retrieval systems, maintaining patient records, recording meeting discussions.
• Maintains patient confidence and protect operations by keeping information confidential.
• Liaise and maintain close relationships with other secretaries and administrative staff and to cover leave for other secretaries when necessary.
• Provide front of house cover when needed.
• Maintain office supplies inventory by checking stock, anticipating needs, placing and expediting purchase orders and verifying receipt.
• Prioritise and efficiently organise own workload to ensure that all tasks are completed in a timely manner.
• To support with processing and recording of information for regular audits.
• Maintain patient and staff confidentiality in accordance with GDPR guidelines.
• Maintaining quality results by following and enforcing standards.

Essential

• Experience of working within an office environment
• Fully IT literate, particularly with Microsoft Office programs and database systems
• Ability to work both independently and within a team
• Ability to keep calm under pressure
• Touch and audio typing skills
• Experience in accurate minute-taking
• Excellent verbal and written communication skills
• Excellent organisational/interpersonal and time management skills
• Able to work within a Team
• Able to prioritise workload and manage competing demands

Desirable

• Previous experience of working within the Mental Health Sector
• Previous experience as a Medical Secretary or Ward Administrator
• Medical Secretary or Administrative qualification e.g. AMSPAR, NVQ
• Knowledge of medical/mental health terminology and health information practices
• Experience of collating information for auditing