Job Title: Medical Secretary
Post requires candidate to be entitled for work: Yes
Hourly rate: £19.66
Contract Type: Permanent
Full time/Part Time: Part Time
Advert Closing Date:20/04/2025
Whatever you want from your career, you have the scope to find it here. We foster a work approach based on mutual support and collaboration, where everyone feels empowered to empower others. You’ll find countless opportunities to learn, develop and grow a rewarding career where we recognises the importance of your personal and professional well-being. By considering moving internally across the Public Service, you'll be proud of what you can achieve – both for yourself and the people of Jersey.
Job Purpose
We have an exciting opportunity for you to join our CAMHS team as a medical secretary. We are looking for an organised and motivated individual to provide a comprehensive secretarial and administrative service to our Consultant Psychiatrists and the team. This is a busy and varied role in a fast-paced environment. The successful candidate will be able to take on a variety of tasks, be confident in using IT systems and demonstrate good written and verbal communication skills. The nature of the work is highly confidential, and applicants will need to demonstrate sensitivity and maturity.
This is a part time role of 24 hours a week. If you would like to discuss this role or have any questions, please contact Sarah Hayward or Rachelle Lemagnen on 445030 or r.lemagnen@health.gov.je
Job Specific Outcomes
1. Responsible for the consultant and clinical team’s diary management ensuring that meetings are scheduled within their clinical confines and that they are fully prepared and briefed in time.
2. Arranging and coordinating internal and external meetings for the consultants and their clinical teams. Provide full support including accurate minute taking and provision and distribution of all necessary paperwork in a timely and efficient manner. Assist with the preparation of presentation materials and organising events and meetings.
3. Manage all incoming patient related communication on behalf of consultants and their clinical teams within strict deadlines to support a positive patient experience, escalating urgent referrals where necessary, and redirecting as appropriate during the consultant’s absence. Communications can be face to face comment, written or via the telephone.
4. Filter all incoming enquiries from a wide range of internal and external agencies, in an effective and timely manner and take action and escalate where appropriate.
5. Ensuring the GOJ systems and specialised internal hospital systems are maintained and updated with patient demographics and General practitioner details to comply with the requirements of data protection law.
6. Maintain databases for patients being transferred to UK hospitals or being discussed at UK MDTS (multidisciplinary meetings) (OTTA) and ensure that all relevant patient information is available for a complete patient review.
7. Ensure all administrative arrangements relating to patient appointments/admission to UK hospitals are action by the appropriate teams and track the outcome to ensure the patient record is accurate and up to date.
8. Facilitate all aspects relating to UK visiting consultants’ clinics in Jersey to ensure patients are reviewed and outcomes recorded.
9. Provide training to newly appointed staff ensuring that documents are accurately transcribed using correct grammar and medical terminology.
10. Maintain the referral priority list and in order that the live waiting list statistics and the patient timeline tracking systems are accurate. Maintain caseload lists ensuring episodes on appropriate systems are open/closed in a timely manner. Monitor discharge reports to ensure that all patient discharge summaries are completed and actioned.
11. Undertake the confidential audio/copy typing of general correspondence, clinic letters, and legal/medical reports and ensure their efficient and correct distribution.
Qualifications
Educated to GCSE level or possesses an equivalent qualification.
Previous experience in a secretarial or administrative role.
High level of excellent written English and grammar is required.
The post holder is expected to possess a certificate in medical terminology or undertake training to achieve the in-house certificate in the first two years.
Knowledge
A use and knowledge of Microsoft office systems, data bases and hospital systems such as Maxims, Care Partner would be an advantage.
Technical Work Based Skills
Excellent knowledge of Microsoft Office applications and familiar with other IT software to produce high quality document sufficiently.
Be able to use, promote and train others on a wide variety of its software.
Ability to learn the various software used within the government of jersey.
General skills / attributes
Able to deal with many high priority issues at the same time, maintaining a common professional approach whilst quickly developing a strong rapport with others.
Excellent communication and interpersonal skills are required to deal with patients and relatives who may be distressed.
Awareness of both legal and best practise requirements for confidentiality.
Experience
Previous experience of working in a busy secretarial or administrative department.
Experience of working in a medical environment with excellent secretarial and organisational skills.
Across the Jersey public service, the scope of our work means our people enjoy a wider range of opportunities – to work with recognised experts across teams, learn new skills and develop their careers. We actively look to recruit people from different backgrounds, with diverse perspectives. This creates a richer, more varied environment, where you’re exposed to new ideas, new ways of thinking and new opportunities, so you can develop an exciting and rewarding career.
Extraordinary, Everyday.
