Older Peoples Medical Secretary

An opportunity has arisen for a part time medical Secretary post within Older People's Services for Pennine Care NHS Foundation Trust which is situated in the Etherow Building at Tameside Hospital. The role will provide a comprehensive administrative / secretarial service to the Consultant Psychiatrist Team and supporting trainees., Provision of full secretarial service to Consultant and his/her supporting medical team which includes typing letters, psychiatric reports, non-clinical typing and recording minutes of meetings, information gathering and circulating correspondence, dealing with internal and external mail (paper and electronic), managing this communication by responding to routine matters.
Filing, scanning and photocopying documents.
To deal with telephone enquiries (often from patients who are distressed) and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and tactful manner.
Responsible for recording referrals, appointments and related information in a timely manner in accordance with the Data Quality Policy and supporting Data Quality Guidelines and to directly collate and input data on PARIS in relation to outpatient activity.
Arrange urgent clinic appointments, ensuring all relevant departments are notified accordingly including Community Mental Health Teams.
Ensure the prompt typing of discharge summaries, subsequent follow up appointment letters, reports and general correspondence within agreed standards., + Undertake the full range of secretarial duties including typing of clinic letters, discharges, general correspondence, assessment/tribunal reports and legal court reports using word processing, audio/shorthand as required, prioritising workload. Use email. Send faxes as required. Attend to photocopying
+ To create and achieve balance in the team workload on a daily basis.
+ To ensure a courteous, polite and efficient service is provided to service users, internal and external customers at all times.
+ To ensure confidentiality is maintained
+ Linking of investigation reports, X-rays, scans etc with case notes.
+ File correspondence sequentially in hospital case notes.
+ Maintain an up to date appointments diary and liaise with Consultants and the team.
+ Arrange, where applicable, interviews with relatives, medical representatives and home visits.
+ Liaise with GP's, Social Workers and if required Police, if a Mental Health Section is required.
+ Arrange urgent clinics or procedures and ensuring all relevant departments are notified accordingly, to include Community Mental Health Centres and outpatients.
+ To observe confidentiality for service users, carers and staff and also in relation to confidential information and documents
+ Arrange CPA reviews with Community Psychiatric Nurses, Social Workers, Medical Records and patients. To ensure clinic is booked in advance.
+ Opening, sorting and distributing incoming post.
+ Maintain office filing system and stationery.
+ Maintain Consultant diary, including liaison with other agencies. This may include use of electronic diary.
+ Act as a liaison for patients, clinicians, GP's and nursing staff, Medical Records and other agencies, both over the phone and face-to-face contact.
+ Liaise with Ward Managers/Bed Manager regarding bed status and waiting lists.
+ Liaise with Solicitors, Probation, Prisons and Courts.
+ Type, circulate and maintain Consultant/ SHO duty rotas.
+ If applicable type ward rounds and file in-patient case notes.
+ Ensure case history notes are tracked to and from Medical Records.
+ Take telephone messages and / or take messages from answer-phone daily.
+ This job description is not exhaustive, but is intended to give an overall picture of the role. Other duties within the general scope of the post may be required from time to time. The duties of the post and job description can be reviewed through the agreed process.
A hints and tips document is attached below for guidance on completing your application form.
Disclosure Barring Certificate check
All of our new starters, who are appointed to a post which requires a Disclosure Barring Certificate check (DBS), will be recharged for the full cost of the check (DBS checks for volunteers are free of charge).
An enhanced DBS check costs £38 and a standard check costs £18 (plus an administration charge of £3.50). If you are a substantive member of staff, the full amount will be taken from your first month's salary.
If you are a member of staff on our bank, you will need to repay the full amount from your first salary.
We encourage you to register with the DBS update service at an annual cost of £13 (this is mandatory for bank staff).
Other important information
+ We are committed to equality, diversity, and inclusion (EDI) and recognise the importance of ensuring our diverse service user population is reflected within our workforce. Unfortunately, we know that, at present, there is underrepresentation of our communities in our workforce. We welcome applications from people from diverse communities to help us grow, learn, be better and consider brilliant innovation diverse people bring.
+ Priority will be given to applications from existing NHS employees who have an at risk status
+ This post is on our terms and conditions (T&Cs). If you are an existing employee currently on transferred terms and conditions (i.e. you transferred from another employer and retained their T&Cs) and you are voluntarily applying for this post; if you are successful, you will be employed on our T&Cs
+ You will be informed about the progress of your application following shortlisting. Only applicants who clearly demonstrate the criteria listed in the person specification will be shortlisted for interview
+ We will notify you by email if you have been shortlisted or not. Computer access is available at your local job centre or library. Please make sure you check your spam filter/junk folder. If any mail goes to your junk folder please mark it as safe
+ If you would like to be considered under the disability confident scheme, you will be guaranteed an interview if you meet the essential criteria on the person specification for the post
+ If you require reasonable adjustments to our recruitment process please phone us on at the earliest opportunity. We will support you to complete your application
+ We reserve the right to close a vacancy earlier than the advertised closing date if a sufficient number of applications have been received
+ Unfortunately we are not able to guarantee the transfer of lease cars, or cover the costs of early termination charges.
+ We have a strict policy on unsolicited contact from recruitment agencies. Please do not contact our recruiting managers directly.

The post-holder will be flexible and use their own initiative to organise their workload, dependent upon the priorities and requirements at that time. Sensitivity to people with mental health needs is essential within this role

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our #PennineCarePeople and do everything we can to make sure we're a great place to work.
Our ambition is to maximise people's potential and we aim to promote an inclusive environment and improve the diversity of our workforce so our people truly represent the communities we serve.

If you come and work for us we will offer a range of benefits and opportunities, including:
1. Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
2. Flexible working opportunities to support your work/life balance
3. Access to Continued Professional Development
4. Involvement in improvement and research activities
5. Health and Wellbeing activities and access to an excellent staff wellbeing service
6. Access to staff discounts across retail, leisure and travel
If you are Kind, Fair, Ingenious and Determined then we want you to come and join our #PennineCarePeople
https://www.penninecare.nhs.uk/values