As our Medical Secretary, you'll manage a busy diary, coordinate meetings, and act as the central point of contact for both internal and external communications. Your excellent organisational skills and proficiency in IT will be vital in ensuring efficient operations within our unit. At NELFT, we value your unique qualities, and even if you don’t meet every requirement, we encourage you to apply. Together, let’s create a safe and supportive space for everyone in our care. Your journey to make a positive impact begins here!
Titian Ward is a 15 bedded male psychiatric intensive care unit (PICU). Service users referred present a high risk to themselves and/or others.
The Ward is registered with the National Association of Psychiatric Intensive Care Units and registered with the Psychiatric Intensive Care Quality Network.
We are seeking an experienced a Medical Secretary to provide a smooth and efficient secretarial and administrative support function to the New male acute inpatient ward Titian Ward PICU
The post holder will be joining a multi-disciplinary team that is committed to the provision of high-quality patient centred care for all who use the service.
The successful applicant will have experience of secretarial support in a health care setting and be able to demonstrate excellent organisational and workload management skills.
Main duties of the job
The successful candidate will have excellent written communication skills and have an efficient and confident approach to dealing and working with consultant , junior doctors, multidisciplinary team, as well as inviting relatives and other professional for meetings.The post holder will be required to undertake some general administrative duties within the service which directly support the work of the multi-disciplinary teams.
About us
Key Responsibilities:
Provide a high quality confidential and comprehensive administrative service.
Manage the diary and make decisions on behalf of the Manager in prioritising and rearranging diary commitments.
Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
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.
Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
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 e.g. 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, to include filing manually and electronically.
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.
Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.
Please see the attached job description and person specification for more information about this role and working at North East London NHS Foundation Trust. We encourage you to refer closely to this when completing your application.
We welcome your application even if you do not meet all the criteria listed in the person specification. Any development needs to help you succeed in the role, can be discussed at the interview stage.
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