Medical Secretary/Administrator for the ADHD Team (Adults) based at Mental Health Centre, NPH, Harrow HA2 3UJ.
This is an interesting, varied and people-centred post, offering challenging but satisfying work. The Medical Secretary/administrator will be supporting a multidisciplinary adults mental health community based service. We are a needs led service and work with service users that have a mental health problem. Our caseloads are a mixture of service users with long and enduring mental health issues, acute mental health issues or issues relating to memory loss. Our patients could also be struggling with anxiety, depression and other psychological difficulties. It is therefore key to the post, that the administrator should have a warm disposition and be naturally kindly (also to staff!).
You will be a part of a small admin team that supports the service. An organised, precise approach is required.
The successful medical secretary/administrator will monitor the ADHD mailbox daily, responding to queries in a timely manner toclients and internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of staff.
In return you will be a respected member of a friendly, cooperative and professional team.
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
To provide admin support to a busy ADHD Team , dedicated to the Service and be a part of a wider admin team within the Adult ADHD Service.
The ADHD Service is a professional Psychiatry led team, comprising of Consultant Psychiatrists, Pharmacist, non-medical prescribers and Speciality doctors, The Adult ADHD Service is supported by a good admin system and offers excellent work environment. The team has good links with local statutory and non-statutory services. We are based in the Mental Health Centre, Northwick Park Hospital of Harrow, which has easy links to Central London and good local transport connections. The team works closely with GP Surgeries within London.
CNWL (Central and North West London NHS Foundation Trust) has almost 7,000 staff providing integrated healthcare to a third of London's population, Milton Keynes and areas beyond. We involve service users, carers, the public, staff and partner organisations in the way that we are run. You can become a member by visiting our website.
Our catchment area spans diverse communities. We are committed to providing services that meet the needs of this diverse population
CNWL is recognised locally, nationally and internationally and our experts are frequently called upon to contribute to national health strategy and policy.
CNWL NHS FOUNDATION TRUST OFFERS A GENEROUS RELOCATION PACKAGE TO SUCCESSFUL CANDIDATES - SUBJECT TO ELIGIBILITY ASSESSMENT
Enquiries and informal visits are encouraged.
Although you will be a member of the admin support structure, your role will be dedicated to the Adult ADHD Team.
MAIN DUTIES AND RESPONSIBILITIES:
1.1 To prepare and distribute documents by copy or audio typing using a range of appropriate computer software (discharge summaries, letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.
1.2 To keep timetables and diaries for medical and other members of the team as required.
1.3 To carry out a range of administrative tasks (incoming and outgoing post, faxes, photocopying, taking messages etc) and to be able to provide cover for other administrative team members as and when required.
Administrative
2.1 ToMonitor the ADHD mailbox daily and responding to queries in a timely manner. To deal with correspondence and direct contact with clients and internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of staff.
2.2 To attend the team meetings as required and to be an active participant in the monthly administrative team meeting.
2.3 To act as secretary at meetings, taking and distributing minutes as appropriate, and to act as chair of the administrative team meeting on a rota basis with colleagues.
2.4 To ensure that administrative systems within the team are operationally effective, advising the Office Administrator of any issues or concerns.
2.5 To report all request for repairs through the Office Manager.
2.6 To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.
2.7 Handling and processing the cash float according to the organisation’s procedures
Data Administration
3.1 To input and retrieve service user details and statistical data into the relevant Trust and local authority service user information systems.
3.2 To work with administrative colleagues to set up and maintain effective filing systems for the team and to record the movement of any paper-based service user or team records according to Trust and local authority policy and procedures.
3.3 To assist the team to carry out any audits of team records and ensure that records are archived as and when appropriate.
3.4 To ensure that the confidentiality of service user related information is maintained through careful and secure systems of work, and with an awareness of the Data Protection Act.
Communication
4.1 Team staff - to liaise effectively and maintain positive working relationships with administrative and clinical staff within the team and respond promptly to ad hoc enquiries and requests from team members.
4.2 Service users, carers and relatives – to provide non-clinical advice and information, acting as a Patient Advice and Liaison Officer.
4.3 Visitors/Public – to provide non-clinical advice and information.
4.4 Health and Social Services staff – to receive and provide information relating to patients, closed cases and new referrals.
4.5 General Practitioners and other referrers – to receive and provide information relating to patients and the service.
4.6 Outside agencies – social services, voluntary organisations – to receive and provide information relating to patients and the service.
Other Duties
Management of Resources
5.1 To supervise the work of temporary and permanent administrative staff as and when appropriate.
Training
6.1 To participate in local induction of new employees to the team.
6.2 To participate in the Trust’s supervision and appraisal programme.
6.3 To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development
Rider Clause
This is an outline of the post holder’s duties and responsibilities. It is not intended as an exhaustive list and may change from time to time in order to meet the changing needs of the Trust and Department.
This advert closes on Wednesday 28 Aug 2024
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