Job Overview

Would you like the opportunity to work as part of the Mental Health Service administrative team as a Medical Secretary?

We are looking for organised and motivated team players to join the secretarial and administrative support team to deliver an excellent business administration support service to the multi-disciplinary team members working both in an inpatient and community environment for the Mental Health Services.

As part of the team, you will provide secretarial and administration support to a range of mental health multi-disciplinary staff members.

The successful candidate will be able to take on a variety of tasks and be able to work calmly in a busy, fast paced and sensitive environment.  They will be confident in using IT systems, have a good knowledge of office applications 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. The department is dedicated to inclusivity, and we are looking for the best candidate for the position.  We have a full-time vacancy and interested also to hear from those looking for a part-time role.

For an informal discussion and/or additional information about this role please contact Karen O'Connor on 445863 or email K.OConnor@health.gov.je

Job Purpose

To provide a comprehensive secretarial and administrator service to the medical staff, operational managers and clinical multi-disciplinary team members for the Community Mental Health Services.

Principal Accountabilities

• Reply to routine matters on behalf of the Consultant Psychiatrists and Team Leaders and prepare draft letters for signature.
• Ensure client information, reports and correspondence are entered on Care Partner patient electronic recording system and are timely available for clinical appointments and meetings. Distribute correspondence to other departments/wards when appropriate.
• Undertake the confidential audio/copy typing of general correspondence, clinic letters, and legal/medical reports and ensure their efficient and correct distribution.
• Arrange and attend meetings, prepare minutes and agendas, and ensure their appropriate distribution. This requires accuracy and an understanding of medical terminology and attend professional and clinical meetings.
• Deal with incoming correspondence, telephone calls, and enquiries and to maintain the medical and multi-disciplinary professionals computerised diaries.
• Manage and coordinate the outpatient appointments as defined by the clinic scheduling rules and co-ordinate clinics for the Consultant Psychiatrists and multi-disciplinary team members on the Trakcare and Care Partner computerised systems. Act as front-line contact for the clinics and visiting personnel to the Community Health Centre
• Dealing and responding to GP referrals, recording, filing, and scanning key patient information for tracking process, liaising with medical staff and multi-disciplinary staff, contacting patients, making appointments, arranging interpreters if necessary, booking rooms and updating referral spreadsheet.
• Act a point of liaison between the teams and Members of the public, including patients and their relatives. Other agencies e.g., GP surgeries and other hospital departments. Specific specialist areas – e.g. Group Homes, Community teams, Prison and Police Headquarters.
• Make and record outpatient appointments using the Maxims computerised hospital appointment system. To also use the patient Care Partner computerised electronic patient record system.
• Assist in the preparation of statistical information required by the Service Manager, Consultants or Team Leaders.
• Ensure that professionals request for study leave and annual leave are recorded and that other members of the department are aware of their absence.
• Liaise re obtaining archived case notes for the department and store deceased files in line with department policy. Research and assemble information from files as requested in line with Data Protection regulations and Access for Information Policy.

Knowledge & Experience

The Adult Community Mental Health Centres and Inpatient Services are busy departments and the post holder will work as part of a team of secretaries and support staff within the Mental Health Service. The post holder can often be the first point of contact for various multi-disciplinary professionals, client and carers and it is important that the post holder is knowledgeable in all areas of the work that is carried out within the department. Therefore, this post calls for a high standard of office management skills including efficient word processing and typing skills, using and maintaining databases and excellent minute taking skills.

In addition, the post holder:-

• Will be expected to have a high degree of confidentiality.
• Will have the ability to deal with sensitive issues in a diplomatic way and should be able to ascertain any immediate risk and make appropriate referrals to other Adult Mental Health staff.
• Good inter-personal, communication and organisation skills are essential. The post can be stressful due to the nature of the work and calls for a mature personality.
• The post holder must be able to use their initiative and set, and work within, their own deadlines and have the ability to prioritise own workload.
• Shorthand and knowledge of medical/psychiatric terminology would be an advantage.
• A use and knowledge of Microsoft office systems, data bases and hospital systems such as Maxims, Care Partner would be an advantage.

Additional Information

• The post holder also provides a link between the Consultant Psychiatrists, Team Leader and the other multi-disciplinary staff members and managers.
• In the absence of clinical staff the post holder is expected to respond to clients and must therefore have the ability to gauge the urgency of the caller’s problem. Some clients may be distressed, intoxicated or even disagreeable.
• The post holder must be able to communicate on such occasions without causing further distress. The ability to accept flexible working hours on occasions is desirable.
• The post holder will be subject to continual interruptions by telephone calls, visitors to the service and queries. It is therefore, imperative that the post holder has a high degree of accuracy and the need for flexibility is essential.
• The ability to work well and relate well to a multidisciplinary team of service professionals is essential