Band 4 Medical Secretary

Staffline has been appointed as HSCNI's number 1 recruitment provider for Admin and Clerical roles throughout the province.

Band 4 Medical Secretary required on a temporary basis based in Cookstown

Role: Band 4 Medical Secretary

Rate of Pay: £12.86ph

Location: Cookstown

Hours: 37.5

Duration: Temporary Ongoing

Main duties/Responsibilities:

The post holder will be responsible for providing secretarial support to the Team Leader, Consultant Psychiatrist and junior medical staff.

• Management of Consultant / medical staff clinics and appointments - arranging, cancelling, rearrangement of clinics, managing urgent and routine appointments including booking slots, sending out letters, contacting patient/ client via telephone/ text where necessary.
• Type clinic letters, reports, memos, letters, forms etc to a high standard, as required, from manuscript, audio and notes using a word processing system or through digital dictation for Consultant / Medical staff.
• Access CCG and PARIS information systems to ensure referrals are received, uploaded and actioned. Management of duty desk, waiting lists and ensuring allocations are appropriately opened and closed.
• Use IT skills as applicable to produce reports, lecture text, presentations, research documents, audits etc. for work being undertaken by the service (e.g. PowerPoint , spread sheets); set up and maintain databases.
• Provide secretarial support to the team Leader / medical team
• First line management for other band 2 or band 3 admin staff in the department.
• Assist team leader with Managing Attendance of all staff and recording of this on HRPTS
• Maintain petty cash within the team if required
• Cash handling including petty cash and lodgements to the bank.
• Input and retrieve appropriate information from computer systems.
• Collecting and collating statistical information as required in line with targets and PFA's.
• Organising meetings and minuting meetings
• Routine filing and maintaining an efficient filing system
• Telephone duties - dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information.
• Use Trust and Department Technology in line with the Trust's Information Management and Technology Strategy
• Liaise with outside agencies and other disciplines, dealing with enquiries as appropriate.
• To be the point of contact for the under/post graduate department in relation to junior medical staff and other further educational institutions in regard to other professionals in training
• Open, sort and distribute all mail to the team
• Take appropriate action in relation to mail, telephone, email and other enquiries ensuring effective messaging and 'bring forward' systems are in place and necessary follow up action is taken.
• Participating as required in induction and training of staff.
• To advise junior medical staff and other professionals in training in relation to their administration commitments.
• Provide information and guidance to students, volunteers and new staff with regard to departmental policies and procedures, use of office equipment, and ensuring Health & Safety requirements are met within the office working area.
• Provide guidance to students, volunteers and new staff with regard to computer systems and the checking and correction of letters.
• Participate in training and induction programmes.
• Ensure that own knowledge of relevant Trust policies and procedures and Health & Safety requirements are kept up-to-date
• Maintain confidentiality within and without the workplace at all times
• Ensure work for professional staff is produced in the most efficient and cost effective manner.
• Through his/her own actions ensure adherence to the Principles of Equality and Human Rights legislation
• Be able to work on own initiative and to deadlines, prioritising any work with little or no supervision, with a substantial degree of accountability.
• Arrange and provide administrative support at meetings including minute taking and issuing of relevant documentation (at base or other locations as required).
• Assist in the organisation of groups, courses, seminars as required, including the booking of rooms, travel arrangements etc.
• Administration of online diary for the team and team members providing appropriate reminders of schedule via electronic system, and taking appropriate action on conflicting appointments.
• Maintain stationery and equipment requirements
• Take responsibility for securing computer equipment and files at the end of each day.
• Undertake any other duties as assigned by Manager to ensure the needs of the team are met.

Essential Criteria:

• 5 GCSE's to include English Language AND

2 years' experience in a clerical/ administrative role at Band 3 or equivalent

(This experience must include the following areas- using the Microsoft Office suite of packages · electronic & manual diary management · organizing & servicing meetings · collation & presentation of data using MS Excel · data input · data extract)

PLUS

• 1 year's minute taking experience

PLUS

• RSA Stage II Word Processing, RSA Stage II Typing plus word processing experience or qualification

OR

1 year's experience in the use of ICT
(This should include the use of work-processing, spreadsheets and email)

If you are interested please upload your CV to the link provided, and Christine Thompson will be in contact to confirm if you have been shortlisted.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate.