Medical Secretary
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Job Advert
Western Isles Hospital, Stornoway
Acute Psychiatric Unit (APU) Mental Health & Learning Difficulties
MEDICAL SECRETARY - BAND 4 Full Time / Permanent
Salary Scale £22,927 - £25,223 per annum Plus, Distant islands Allowance of £1,074 per annum
An opportunity has arisen for an experienced Medical Secretary to join the Mental Health Team at the Western Isles Hospital. We are looking for an enthusiastic and motivated individual to provide a comprehensive Medical Secretarial and administrative service. It is essential that you should have advanced keyboard skills and knowledge of audio typing systems and have good knowledge of medical terminology. You will provide a high quality Medical Secretarial and administrative service for the Mental Health Team to ensure efficiency in patient care. You will deal with telephone and face to face enquiries from all staff groups, patients, relatives, carers, providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery. You will be required to work as part of a team; therefore, excellent communication and interpersonal skills are necessary. The ability to work well under pressure and a flexible approach to the needs of the department are essential. You will be required to achieve the mandatory Induction standards for Healthcare Support Workers in Scotland and to comply with the Code of Conduct throughout your employment. The post is based in the Western Isles Hospital, Stornoway, Isle of Lewis.
For an informal discussion or further information please contact: Mike Hutchison, Associate Director of Mental Health & Learning Disabilities on 01851 704704 [Ext 2140] or email [email protected]
The successful applicant will be required to register with the PVG (Protecting Vulnerable Groups) Scheme.
This post is not eligible for relocation expenses.
JOB DESCRIPTION
1. JOB IDENTIFICATION Job Title: Medical Secretary Responsible to: Team Leader Department(s): Acute Psychiatric Unit (APU) Directorate: Mental Health & Learning Disabilities Operating Division: Western Isles Hospital Job Reference:
No of Job Holders: One Last Update (insert date): 05/2021
2. JOB PURPOSE
To provide a comprehensive, reliable, confidential secretarial service and administrative service to the Consultant
Psychiatrists, Clinical Psychologists and their immediate treatment teams in the Mental Health and Learning Disability Service, assisting them in achieving their objectives, organising their work load and liaising with patients and all relevant and appropriate services.
3. DIMENSIONS
The post holder will be responsible for providing a confidential, professional and competent service to the Consultant Psychiatrists, Clinical Psychologists and their immediate treatment teams. The post holder will undertake a wide range of agreed secretarial and administrative duties which includes, assisting indirectly with patient management and records system, digital audio transcription of clinical letters, reports, summaries and other correspondence as required, whilst ensuring a high degree of accuracy in medical terminology and clinical details.
The post holder will manage their office and work on a day-to-day basis and implement new procedures as required. The postholder reports to the Admin Team Leader as their line manager, but their day-to-day role within the APU will be supported by the APU Senior Charge Nurse.
The post holder will work as part of a team to ensure the clinical support needs f the department are met, and that continuity of service delivery s achieved though efficient communication links with both internal and external agencies.
4. ORGANISATIONAL POSITION
Line management Associate Director of Mental Health & Learning Disabilities Day-to-day management support
Team Leader – Admin & Consultant Consultant Senior Charge Medical Secretarial Psychiatrists Psychologist Nurse Support
Medical Secretary (This post)
5. ROLE OF DEPARTMENT The Mental Health Service is primarily delivered in the community via a multi-disciplinary team using a recovery-based approach.
Key Communications and Working Relationships:
Internal: Consultant Psychiatrists, Clinical Psychologists, Specialist Registrars, Staff Grade Doctors, and Medical Students, other staff & services, administration staff, nursing staff, Senior Management (NHS and H&SCP).
External: Service Users, carers, visitors, General Practitioners, other NHS personnel and various outside agencies.
6. KEY RESULT AREAS
1. Acting as first point of contact for clinicians and other members of multi-disciplinary team. Responsible for managing mail, telephone calls, face to face and electronic communications from clinical and non-clinical staff, patients, relatives, carers and external agencies, responding where appropriate; prioritising and redirecting or escalating as required to clinicians or line manager to ensure efficiency and effectiveness of service delivery.
2. Prepare accurate clinical correspondence for inpatients and outpatients by use of audio typing, copy typing and speech recognition transcription (where available) including clinical notes, discharge summaries, assessment summaries, letters, departmental specific/legislative and Tribunal reports, and any other reports or correspondence as required in priority order whilst ensuring a high degree of accuracy in medical terminology and clinical detail.
3. Setup / maintain office administration systems as required to assist in the smooth running of the department.
4. Implement alteration to clinics in response to necessity of the service, e.g., notification of cancellation of clinics, determining number of patients per Consultant/Clinic.
5. Setup and maintain electronic diary for monitoring Detention Orders
6. Maintain and update the clinician's electronic diaries as required.
7. Responsibility for producing a variety of confidential and sensitive correspondence relating to patients.
8. Organise and / or attend department meetings as required and take minutes, specifying decisions made and appropriate follow-up actions required, and circulating documentation in a timely manner.
9. Taking receipt of referrals and recording on TOPAS to assist the wider administrative team when required.
10. Responsibility for inputting confidential patient data onto requisite systems and update as required. This includes registering patient details and maintaining accurate and up to date information related to these records on a daily basis.
11. Liaison with Medical Records Department as required to request any notes/medical records.
12. Responsibility for ensuring patient records are stored securely.
13. Observe confidentiality of information and records adhering to all confidential and sensitive information as per the Data Protection Act (1998 and NHS Western Isles policies.
14. Liaise with other members of the mental health service’s secretarial/administration team in order to provide a co- ordinated and efficient secretarial service and cover when required.
15. Administer and manage requisite process that support and underpin Mental Health Act legislation and to ensure there are reliable pathways in place in respect to periodic reviews, notification to the Mental Welfare Commission, Consultant Psychiatrists and Local Authority.
16. Responsibility for prioritising workload, working independently and using own initiative on a daily basis.
17. Carry out secretarial and administrative duties associated with the Consultant’s management responsibilities and duties relating to academic, research and professional work. Duties include co-ordination of arrangements for clinical meetings, working groups and committees, both local and at national level.
18. Ensure the Consultants are adequately provided with stationery and other supplies.
19. Responsibility for any car hire/taxi bookings, travel arrangements, room bookings that may be required organising mental health act training (as directed by consultants or line manager).
20. Acquire and maintain Medical Terminology to support development in role.
21. Attend regular team meetings to discuss work issues.
22. Provide flexible cover and backup support for other members of the team as required.
23. Take receipt of correspondence to the Consultants and medical team, recording and actioning appropriately.
24. Regularly update accurate clinical and departmental filing systems.
25. Collate statistics for the Consultants/Medical Team as required.
26. Undertake necessary routine correspondence under own initiative (with minimal supervision) and prioritise own workload on a daily basis, responding quickly and appropriately to urgent queries as appropriate.
27. Contribute and work towards the service/organisational aims and objectives
28. Contribute to service changes and improvements.
29. Occasional audit of discharge letters, outpatient letters and other relevant areas pertaining to the sphere of responsibility.
30. Occasionally locum doctors are appointed to cover posts for periods of time. Secretaries prioritise patient appointments (clinics) according to urgency and organise the locum's workload for best use of time. The post holder will have to assist in advising locums about usual working arrangements and adapt to each Consultant’s and locum's ways of working.
31. Prepare, agree and disseminate on call rotas internally and in relation to Out of Hours arrangements with other Health Boards.
32. Undertaking administrative duties on specific projects relating to mental health, clinical psychology, under the direction of the appropriate consultant.
33. Assist with the orientation of new / temporary staff including junior doctors and medical students, and promote team working.
34. To undertake any other duties which are considered appropriate by the relevant consultant
7a. EQUIPMENT AND MACHINERY
The following are examples of equipment which will be used when undertaking the role:
Personal Computer Printer Photocopier / Scanner Digital Audio Dictation Equipment e.g., Winscribe Telephone / Answering Machine Shredder Laminator Office Equipment
Note: new systems may be introduced as the department and technology develops, however training will be provided.
7b. SYSTEMS
The following are examples of systems which will be used when undertaking the role:
Office filing systems ensuring patient records are stored as per Scottish Government Health & Social Care Code of
Practice. Updating and maintaining patient records to ensure these are accurate and up to date with all relevant correspondence and investigative results Patient administration system for inputting, searching, recording, storing and retrieving information - e.g. TOPAS, MORSE, SCI Store, SCI Gateway, Winscribe and Sci Discharge.
Digital dictation system to produce medical correspondence as required. Microsoft Office applications including Word, Excel, PowerPoint, Outlook, Access and Publisher Intranet / Internet Local and national databases and spreadsheets SSTS
TURAS LearnPro Online ordering system (PECOS) Incident Recording system (DATIX)
Note: New systems may be introduced as the department and technology develops, however training will be provided. The post holder is responsible for participating in and contributing to new ways of working and service modernisation where appropriate.
8. ASSIGNMENT AND REVIEW OF WORK
Working with agreed organisation and local policies, the post holder is required to work independently and manage own workload; however, can seek advice from the line manager and other team members when appropriate.
Work is generated by the clinical caseload and professional roles of the Consultants and associated medical staff.
Provide assistance to colleagues as required in times of sickness ad annual leave to ensure continued efficient service delivery.
A review of work/performance is undertaken on an ongoing basis, with a formal review, appraisal and personal development plan in line with NHW Western Isles PDP systems.
Attend regular team meetings to discuss work issues.
9. DECISIONS AND JUDGEMENTS
The postholder is not directly supervised and uses own initiative to make decisions regarding workload and diary conflicts independently. The post holder is required to exercise judgement when dealing with patient enquiries, analysing and resolving the problem timeously where necessary and seeking the appropriate level of expertise where required.
Required to make decisions and judgements in relation to own work priorities, e.g., diary management, ensuring effective use of the consultant’s time and preventing conflicting appointments.
The post holder will arrange schedules for clinics and arrange these without direct instruction being provided ensuring case notes are available for clinics and any up-to-date medical information enclosed therein.
The post holder will compile and collate statistical information for use by the Consultants and Associate Director of Mental Health & Learning Disabilities.
The post holder will prepare orders for stationery and various office equipment as appropriate.
Ability to recognise and prioritise information and referrals and liaise with the Consultant(s) (or other relevant professionals) and use initiative in deciding if action is required and knowing who to refer on to.
10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
Managing time effectively and prioritising workload to meet competing demands.
Dealing with distressed relatives and patients.
Occasionally dealing with complaints and verbal aggression both face-to-face and on the telephone.
In times of high service demand, remaining calm and focused.
Managing constant interruptions which affect concentration.
Providing secretarial support to colleagues at times of annual/sick leave
11. COMMUNICATIONS AND RELATIONSHIPS
Communication is a key part of the post and can be face-to-face, by telephone, in writing or electronically. The post holder will have access to confidential information and therefore will need to have a degree of tact and diplomacy to carry out the role and retain the trust of management.
The post holder will work as part of a team to ensure the clinical support need of the department are met, and that continuity of service delivery is achieved through efficient communications links with both interna and external agencies. Cover for administrative staff across the Mental Health Service (as and when required) will be a requirement of the role.
Communicates with external agencies, staff, patients, relatives and carers both verbally and in writing regarding appointments and other enquiries / complaints.
13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
HNC/SVQIII in Secretarial Studies/Business Administration.
Advanced keyboard skills.
Organisational, oral and written communication skills.
Good working knowledge of computer software packages.
Medical terminology.
14.STANDARD ELEMENTS
STANDARD ELEMENTS
Confidentiality: Comply with all approved NHSWI Policies and Procedures. Comply with NHSWI Communication Strategy and Media Strategy. This involves taking the necessary precautions when transmitting information only disclosing it to those who have the right and need to know it.
All personal health information is held under strict legal and ethical obligations of confidentiality.
NHS staff must follow guidance (NHS Code of Practice on Protecting Patient Confidentiality) before disclosing any patient information. All staff must respect confidentiality of all matters that they may learn relating to their employment, other members of staff, patients and their families.
Health and Safety: Assist in maintaining own and others’ health, safety and security.
This involves: a) Complying with Board health and safety policies, procedures and participating in mandatory training. b) Maintaining a safe working environment and reporting any issues of concern as appropriate.
NHS Western Isles attaches the greatest importance to the health and safety of its employees. It is the Board policy to do all that is reasonable to prevent personal injury and hazard to health by protecting staff and others including the public from foreseeable hazards compatible with the provision of proper services to patients. The Board expects its entire staff to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions at work. More detailed information is given in departmental safety policies where appropriate.
Ensure own actions support equality, diversity and rights.
This involves: a) Acting in ways consistent with the Board’s policies and procedures. b) Treating those you come into contact with equitably and with respect. c) Recognising the need for aids or adaptations.
15. JOB DESCRIPTION AGREEMENT A separate job description will need to be signed off by each jobholder to whom the job description applies.
Date: Job Holder’s Signature: Date:05.05.202 Head of Department Signature:
NHS WESTERN ISLES
Post: Medical Secretary
PERSON SPECIFICATION
In order to be shortlisted you must demonstrate you meet all the essential criteria and as much of the desirable as possible. When a large volume of applications is received for a vacancy and most applicants meet the essential criteria then the desirable criteria is used to produce the shortlist.
Criteria Essential Desirable How Assessed Personal Traits Ability to work independently as well Enthusiasm, flexibility and I, A as part of the team commitment to developing self, others and NHS Western Isles Confident and sympathetic when Services dealing with patients/staff
Ability to be calm and professional when working under pressure
Ability to be diplomatic when dealing
with people who are worried and/or
frightened/challenging
Qualifications and Demonstrate experience of relevant HNC/SVQIII in Secretarial I, A Training office administrative process and Studies/Business Administration or procedure equivalent experience.
Advanced keyboard skills.
Medical Administration PDA.
Experience and Previous secretarial experience Experience of working in the NHS or I, A knowledge working in a multi-disciplinary similar organisation. environment. Experience in minute taking. Experience of working under pressure. Experience in using Morse and Attend Anywhere. Demonstrate experience of liaising and communicating with people at all levels.
Working knowledge of relevant software packages and their use and function e.g., Word/Excel.
Skills and/or Abilities Skilled in communicating clearly, Some knowledge of the Mental I, A effectively and diplomatically to a Health Act wide range of people in a variety of situations. Audio typing skills
Excellent written/verbal Awareness of confidentiality and communication skills security procedures
Good organisational skills and ability Knowledge of collation of statistical to prioritise and meet deadlines information
Knowledge of medical terminology Knowledge of financial procedures
Ability to exercise judgement and take responsibility for actions
Knowledge and understanding of the Data Protection Act
Willingness and ability to learn new IT skills and technology
Specific job Ability to provide an effective I, A Requirements secretarial service to our team.
Excellent organisational skills are required.
The Western Isles, also known as the Outer Hebrides, are a chain of islands which lie 55km off the west coast of Scotland. The islands have a population of around twenty-seven thousand people.
Those who enjoy outdoor activities will find that the islands have a lot to offer. Outdoor pursuits such as horse riding, hiking, and fishing are popular, as are water sports such as canoeing, surfing, and kayaking. Further information about outdoor and sporting activities can be found on the Outer Hebrides Tourism Information website.
The local Council website provides information regarding schools, jobs, bus timetables, and opening times of the leisure centre.
The Board works in partnership with Hebridean Housing Partnership (HHP), which means that Key Worker Status will form part of their Housing Allocation Policy. For more information, please visit the HHP website.
If you have any specific queries regarding your move, please do not hesitate to contact your Line Manager, who will do their best to answer them.
Links
visitouterhebrides.co.uk welovestornoway.com hebrides-news.com hebrideanhousing.co.uk cne-siar.gov.uk
About NHS Western Isles
The Western Isles Health Board employs over one thousand members of staff, excluding GPs and Dentists. There are three main hospitals situated in the Western Isles:
Stornoway—Western Isles Hospital (Ospadal nan Eilean Siar) Benbecula—Uist and Barra Hospital (Ospadal Uibhist agus Bharraigh) Barra—St Brendan’s Hospital
There are a number of GP and Dental Practices across the Western Isles. Community nursing services operate out of general practice premises and at community offices in key locations.
There are only two medical practices in Stornoway: the Broadbay Medical Practice on Francis Street (tel 01851 703588) and the Group Practice on Springfield Road (tel 01851 703145). Both have a pharmacy attached to the practice for the dispensing of prescriptions.
Web wihb.scot.nhs.uk
The latest information about the Board’s response to the COVID-19 pandemic can be found on the Board’s dedicated website.
Web coronavirus.wi.nhs.scot
Transport Information
The islands are accessible from mainland Scotland by ferry or by plane (please note that both services can be affected in the winter).
There are three airports on the Western Isles: Stornoway Airport, Benbecula Airport, and Barra Airport. The following destinations can be reached from these airports:
Stornoway Airport—Benbecula, Edinburgh, Glasgow, Inverness, Manchester Benbecula Airport—Glasgow, Inverness, Stornoway Barra Airport—Glasgow
All flights to and from the Western Isles are operated by Loganair.
If you live in the Highlands and Islands region of Scotland, you can apply for cheaper air travel through the Air Discount Scheme. Further information on the discounts available can be obtained via the Air Discount Scheme website.
There are nine ferry ports operating in the Western Isles. Routes run between the islands, as well as to and from the mainland. All routes are operated by Calmac. Further information on the individual routes, including timetables and prices, can be obtained via the Calmac website.
Links
Ferry Travel: Air Travel: calmac.co.uk loganair.co.uk
Car Hire: Air Discount Scheme: carhire-hebrides.co.uk airdiscountscheme.com lewis-car-rental.com