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Location

Canterbury, Kent | United Kingdom

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Job description

AOpportunity has arisen for Band 4 Medical Secretaries at Kent Children and Young People’s Mental Health Service (CYPMHS)NELFT NHS Foundation Trust.

The successful applicant would be part of a team working for Consultant Psychiatrists and supporting with administration tasks within the service.

The post holder will be expected to support their team, department and organisation to achieve the Trust’s Values in their day to day work. These are the 5P’s:
• Putting people first
• Prioritising quality
• Being progressive, innovative and continually improve
• Being professional and honest
• Promoting what is possible – independence, opportunity and choice

One positions will be based in Dover/Ashford and the other one for Canterbury/Ashford

The post holder will provide a responsive and efficient administrative service to meet the needs of the team. The post holder will use their reason, intellect and judgement to work on their own initiative to deal with matters on behalf of their Manager.

The post holder will be an effective decision maker, who is able to prioritise own workload whilst responding to interruptions. The post holder will be able to deal with unpredictable work patterns and proactively deal with issues without reference to others.

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.

COVID-19 Vaccination

We continue to encourage all staff to ensure that they have been double vaccinated and received their booster. We recognise that taking the vaccine provides the best defence against COVID 19 for our patients, our staff and their families.

Key Responsibilities:
• Provide a high quality confidential and comprehensive administrative service.
• To type clinical correspondence for example, referral letters, statements, notifications
• Organise systems access for new staff/distribute induction packs as required
• Manage prescription pads as required
• To administer telephone calls efficiently and courteously on behalf of the clinical team, addressing general enquiries from the public, NHS professionals, outside agencies, voluntary organisations, social services, education, parents GP’s, taking and responding to messages in accordance with current good practice in customer care
• Ensure patient information is entered and updated on the electronic patient record system in a timely fashion, for example, recording new patients, clinic appointments, clinic outcomes, discharging, updating progress notes, uploading documents
• To plan and organise diary activities, clinical and professional appointments and room booking as required
• Supporting with the co-ordination of Doctor’s annual/study leave and other absences, using electronic system and Rota.
• Plan and book translation/interpretation services as required
• Operate bring forward and reminder systems.
• Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
• Utilise advanced level IT skills to create reports, spreadsheets and presentations.
• Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information.
• Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
• Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
• 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 of papers, ensuring that key documents are available within defined timescales.
• Maintain up to date confidential personal staff files as required.
• Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site as required.
• Propose and implement changes to working practices to reflect the needs of the Service.
• Act as delegated authority for procurement processes, using electronic order and approval systems.
• Co-ordinate absence/study leave
• Manage Bands 3 staff with regular supervision
• Assist with recruitment and selection of staff as required
• Support with band 3 administration duties, such as reception cover.

This advert closes on Sunday 3 Mar 2024

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Job tags

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Salary