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Medical Secretary Medical Secretary Twitter @NHSWI Facebook facebook.com/NHSWesternIsles Web wihb.scot.nhs.uk Western Isles Health Board The best at what we do 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
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