Medical Secretary

Your role will be to support the mental health consultants with duties including audio typing of clinic dictations, arranging and re-scheduling appointments, maintaining accurate and up to date patient records, arranging meetings, minute taking and report monitoring. As such, we require someone with the skills to take on this demanding secretarial work. You will have proficient keyboard skills demonstrating accuracy in typing. Experience of audio typing or a willingness to learn this skill is essential.

Although you will primarily support the team based at the Cumberland Centre, there will be a requirement to cover the team at Avon House, Mount Gould on occasions when needed.

Please note that this role is not eligible for sponsorship under the Skilled Worker route.

Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity.

All Livewell staff are expected to be able and willing to work across a 7 day service.

To provide an efficient audio /copy typing and word

processing service as required. This includes the typing of letters and reports

in an accurate and high-quality manner, adhering to the organisations

turnaround time for clinic letters following appointments.

To work with the team in implementing all admin procedures including

the typing letters, reports, training packages, emails, minutes and agendas as

requested. This requires advanced

keyboard skills, speed and accuracy within required timescales and constant use

of a VDU daily.

To ensure referrals out to other services as

requested by the doctors are processed in a timely manner, as well as any referrals

in received.

To establish and maintain filing and administrative

systems so that written or computer information is easily accessible and

secure.

To retrieve medical records and assist the

completion of medical/insurance records.

To receive incoming and initiate outgoing telephone

calls in order to facilitate timely and appropriate communications with others,

taking messages and dealing with appropriate queries.

To maintain the computer clinic system in an

accurate and secure manner.

In liaison with the team responsible, maintain

adequate supplies of office stationery in order to perform your secretarial

Process incoming and outgoing mail, distributing to

correct doctor in a timely manner.

Be responsible for all of the consultants incoming mail and e-mails,

whilst using discretion to deal appropriately with any mail that does not

require the consultants perusal.

Provide an efficient and accurate secretarial service to the consultant

and to ensure the consultants diary of appointments is updated and confirmed

with them regularly. Use discretion to make changes to the consultants diary and

communicate the changes whenever necessary.

To maintain, always, the highest level of confidentiality in respect of

information concerning the Livewell Southwest or any of its staff or patients.

Record and monitor the consultants attendance/absence in own diary. Apply

to the appropriate parties for approval of leave and obtain consultant cover. Arrange

changes to the Consultant Duty Rota as necessary and again notify all parties

of such changes.

Provide secretarial support for the junior doctors working with the consultants

following outpatients clinics.

Liaise with the team and other medical secretaries to cross cover for

annual leave and other leave as required, in line with the secretarial

standard.

Liaise with GPs, patients, carers and other professionals on a daily

basis via email, telephone calls or letters.

Book patients in for clinical appointments, send appointment letters,

following the appointment outcome the appointment and booking the next

appointment within timeframe stated by the doctor.

Be the first point of contact on the telephone for patients and healthcare

professionals including following data protection protocols for confirming

callers details. Use tact, diplomacy and maintaining confidentiality when

talking to patients.

Take telephone messages and pass to correct secretary/team member as

appropriate.

Maintain outpatients appointments and implement changes as necessary

on own initiative to ensure that the lists run effectively and efficiently.

Review the consultants caseload and waiting lists quarterly.

To coordinate

and produce agendas and minutes for high level and confidential meetings,

transcribing and distributing as necessary.

post holder will liaise with patients, carers, families and other

professionals and agencies to organise various meetings. Due to the urgency,

some of these meetings are arranged at short-notice, requiring re-organisation

of diaries to ensure service user needs are met.

attend and participate in weekly admin team meetings, as well as the wider

service meetings.

Accurately recording large amounts of information relating to staff

contact with patients onto Livewell Southwest database (SystmOne) daily.

The post holder will identify new ways of working and make changes to

own work, when agreed, to improve service.

Provide line management support to one Band 2 Administrator as part of

development.

Ensure

that all complaints, compliments, concerns, comments, and suggestions are

appropriately recorded, and where possible resolved within level of role or

escalated appropriately.

post holder will be able to provide non-clinical advice and information with

regards to appointments and visitors to the unit.

post holder will undertake surveys/audits as required including staff surveys.

to all communication via telephone calls, email, and written queries on behalf

of the service area including call handling where appropriate.

Manage appointments, meetings, and events on behalf of the

service, making bookings where necessary and ensuring all equipment and

documentation is available.

Ensure that the corporate support function complies with all

Livewell policies and procedures including Data Protection, confidentiality,

Health and Safety, security and safeguarding.

Assist in the training of newly appointed

secretarial/administrative staff and supporting them during their assimilation.

Be proactive and contribute ideas for improvement in the way the

service is delivered.

Able to work on own initiative, prioritising work within defined

policies and procedures to set timescales.

Supporting with all administrative tasks around FP10s, including

monthly audits, ensuring signatory log is kept up to date when staff changes

occur and scanning and saving the FP10 into SystmOne

Distributing and logging FP10s

Monitoring the FP10 stock monthly and arranging collection of new

FP10 pad from Mount Gould Hospital as and when required.

Livewell Southwest is an independent, award-winning social

enterprise delivering integrated health and social care services across

Plymouth, South Hams, and West Devon, with specialist services in parts of

Devon and Cornwall. Our teams work in community hospitals, GP practices, sports

centres, and health hubs.

As an organisation with a strong social conscience we are guided by our values,kindness, respect, inclusivity, ambition, responsibility, and

collaboration. We focus on transforming services to ensure sustainability, while

empowering staff and those we serve.

We involve the people we care for, along with their families and carers, in

shaping the care they receive, striving to deliver the right care at the right

time and place. Centering our work on individual needs helps people lead

healthy, independent lives.

We prioritise employees' development, offering protected CPD time, training

pathways, leadership programs, and funding for qualifications like the Care

Certificate and Nurse Training Scholarships. Our induction and preceptorship

programs ensure a smooth transition into our organisation.

Livewell Southwest values diversity and encourages applications from all

sections of the community, including those with armed forces experience, lived experience of mental

health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the

application process, contact the Recruiting Manager listed in the job advert.

Experience

Essential: - Previous experience as a medical secretary or senior administrator; - Proven experience of working to a deadline

Desirable: - Secretarial/significant administrative experience in a hospital or clinical setting; - Experience of working in a multidisciplinary team.

Knowledge

Specific Skills

Desirable: - Ability to accurately touch type; - Ability to communicate to people in crisis on the telephone

Qualifications