Total 5 Administrative / Clerical job vacancies in Enfield, London

Attend meetings, deputising for the Secretariat Manager as required. Manage general admin for the department including authorising temps timesheets, invoices, andstationary orders, and reporting faults/repairs as needed. Type clinical correspondence for the consultants to ensure department meets five day turn aroundtarget. Provide cross cover support in the absence of the Medical Secretariat Supervisor colleague. Provide management support, sharing knowledge and best practice across the department. Agree individual Personal Development Plan with line manager Take every reasonable opportunity to maintain and improve professional knowledge and competence. Any other duties appropriate to the grade and nature of the post as requested by the line manager.

Organising meetings and minute taking Managing and escorting visitors as appropriate Administration and maintaining a robust system of document management and control Maintain constructive relationships and communicate effectively with all members of the Colindale Sequencing Laboratory team and other stakeholders as appropriate Undertake information/project work and contribute to effective information management. Deliver against agreed objectives, achieving quality outcomes To work as part of the Colindale Sequencing Laboratory team providing support to the department and other staff and to ensure essential cover during sickness and absence. To undertake projects and functions as agreed by the Colindale Sequencing Laboratory Unit Head. Dealing with invoices, ordering, and receipting goods on the MaPS internal UKHSA procurement system. To support HR recruitment functions. For a full list of the main duties and responsibilities of the role, please refer to the attached Job Description. The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Selection process details This vacancy will be assessed using a competency-based framework which will assess your Qualifications, knowledge and experience and / or skills and abilities outlined in the essential criteria. Stage 1: Application & Sift You will be required to complete an application form. You will be assessed on the below listed 11 essential criteria, and this will be in the form of a: Application form(Employer/ Activity history section on the application 1000 word Statement of Suitability. This should outline how you consider your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria. The Application form and Statement of Suitability will be marked together. Please do not exceed 1000 words. We will not consider any words over and above this number. If you are successful at this stage, you will progress to an interview. Unfortunately, late applications will not be considered. Stage 2: Interview You will be invited to a (single) face to face interview. Knowledge, experience, skills & abilities will be tested at interview. Interviews will be held week commencing TBC. Please note, these dates are subject to change. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records. Location This role is being offered as office working based at: UKHSA Colindale61 Colindale Ave,London,NW9 5EQ Eligibility Criteria Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants). Security Clearance Level Requirement Successful candidates must pass a disclosure and barring security check. If based at one of our scientific locations you will be required to have a Counter Terrorism Check security vetting check as a minimum. For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 3 years as the role requires Counter Terrorism Check (CTC) clearance. In exceptional circumstances UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice.

The post holder will be responsible for the supervision and line management of a varied and efficient secretarial team who provide a typist and administration service to a specialist clinical team.

The post holder will be responsible for ensuring that the resources within the team are used appropriately to provide a full service to the clinical team. Building relationships with clinical colleagues is a key part of this role to understand the service and work together to deliver a high standard of administration and secretarial support.

The post holder will be responsible for the team achieving both the national and local targets related to typing and administration where relevant.

Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinician.

Supervise and support Medical Secretaries, Audio Typists and admin clerks to ensure service delivered to a high standard to meet targets and Key Performance Indicators.

Ensure a high level of service to patients, other health professionals and colleagues including management of patient queries and telephone calls.

Deal initially with such matters as discipline, sickness (completing ‘return to work’ forms) and timekeeping, facilitating resolution at local level wherever possible, referring to the Secretariat Manager where necessary.

Ensure leave is scheduled to maintain service delivery, liaising with the Secretariat Manager as required.

Conduct appraisals for a specific group of Medical Secretaries, Audio Typists and Admin Clerks, coordinating training needs and ensuring the department meets mandatory compliance targets.

Assist with the recruitment & deployment of staff across the department.

Manage the recruitment and monitor the performance of any temporary medical secretaries.

Ensure the department and individuals are compliant with Health & Safety legislation, completing incident forms and developing action plans as appropriate to eliminate or reduce risks, forwarding documentation to appropriate departments in a timely manner

At Moorfields, we provide more than just an excellent career and great colleagues to work with. We also offer:
• Salary including High-Cost Area Supplement
• Opportunity to join the NHS Pension Scheme
• Free 24/7 independent counselling service
• Learning and development opportunities
• Easy and quick transport links
• A range of attractive benefits and discounts
• Access to Blue Light Card and other NHS Discount Schemes
• Free Pilates classes
• Full support and training to develop your skills
• Flexible working friendly organisation

And so much more! To see the full range of benefits we offer please see our Moorfields benefits document.

Attend meetings, deputising for the Secretariat Manager as required.

Manage general admin for the department including authorising temps’ timesheets, invoices, and stationary orders, and reporting faults/repairs as needed.

Type clinical correspondence for the consultants to ensure department meets five day turn around target.

Provide cross cover support in the absence of the Medical Secretariat Supervisor colleague.

Provide management support, sharing knowledge and best practice across the department.

Agree individual Personal Development Plan with line manager

Take every reasonable opportunity to maintain and improve professional knowledge and competence.

Any other duties appropriate to the grade and nature of the post as requested by the line manager.


This advert closes on Thursday 28 Nov 2024

Prescriptions: To process, all medication requests sent in by patients using the various protocols in place. Monitor the prescription email, online patient access for patients medication request and queries. Ensuring that all paper requests are process daily. Process patients medication on set days (on wall calendar) Print patients Dossett box on set days for the pharmacies. Working alongside with the practice pharmacist with queries to solve the issue together. Following up prescription requests/queries via the practice task system Liaise with the pharmacy when there are Dossett box changes via telephone and email. Answering the telephone to patients and other healthcare professionals and helping with any queries efficiently. To liaise with patients and chemists regarding queries and requests. To ensure repeat medication is issued in line with the protocols that are already in place, and where queries are raised that they are dealt with in the best way. Following protocols for monitored medication (i.e. DMARDs, ADHD, Warfarin). To ensure that patient queries on medication are highlighted to the relevant GP or practice pharmacist. On a regular basis goes through prescriptions not picked up and unlikely to be picked up as a result of the timescale, to remove the details from the patient records and then destroy the prescription. Inputting patient data (i.e. Warfarin details, blood results) Liaising with hospitals re medication summaries/queries. Sending out appropriate letters (i.e. new repeat slips; repeat dispensing; medication reviews) Sending out appropriate letters (i.e. new repeat slips; repeat dispensing; medication reviews) Expedite urgent prescriptions to help ensure a safe and responsive service for our Patients. Ensure you are keeping Patient information updated and that Patient information is secure /kept confidential at all times. Maintain accurate Patient records promptly and quickly - entering data in accordance with reporting requirements. Provide an efficient administration service as part of a Team to ensure the smooth running of the prescription support to our clinicians Respond to enquiries from Patients, carers, secretaries, NHS administrators, Consultants or the Medicines Management Team in a courteous, timely and efficient manner, by telephone, letter and email, occasionally face-to-face and maintain precise records of the communications Issuing appliance items for patient upon request from appliance companies (catheters, dressings) Build good working relationships with local Pharmacies to help enable our prescription service Chasing Hospitals and other healthcare organisations for patient information such as up to date letters, Discharge, querying information given by them via email and telephone. Medicine management audits as requested by GP Practice Manager - ICB Prescribing advisor Searches Ensuring that this is done monthly Sending out the correct blood test and information (related to the search) Making sure patients health prompts (weight, height, BP) has been checked recently to allow pharmacist to complete the medication review. Ensuring that all searches are completed monthly for the GP and practice pharmacist to then complete their part. Results Answering the results line and informing patient of result. Chasing the result for the patient Results received via the link Ensure patients are matched Ensuring doctors are matched Ensuring results for GPs on leave are forwarded to another GP Rejecting results for patients that are not registered ensuring the hospital is notified via emailed Checking the cytology results and informing the GP of abnormal results and adding the relevant diary date for recall.

Job Title: Administrative Assistant

Contract: 6-month contract

Location: London, completely Remote

Salary: £116 per day

SRG are working with a leading Medtech company to help them find an Project Assistant to join their busy team.

This role involves administratively overseeing and tracking the progress of the Job Description (JD) review process. The incumbent will play a critical role in ensuring that all JDs are reviewed, completed, and stored in accordance with Standard Operating Procedures (SOP) and within the agreed-upon timelines. This includes monitoring compliance with SOP requirements, coordinating with relevant stakeholders, and providing updates on the status of the JD review exercise.

Key Responsibilities will include:

• Monitor, track status, and report the progress of the Job Description (JD) review exercise.
• Ensure that all JDs are reviewed, completed, and stored by the appropriate parties in alignment with the new global Standard Operating Procedures (SOP).
• Monitor, track, and align to strict adherence of established timelines for the overall JD review process.
• Coordinate with relevant stakeholders, providing feedback and direction to ensure smooth execution and timely completion of the review process.
• Provide regular updates and reports on the status and progress of JD reviews.
• Identify any issues or delays and report to project team to implement corrective actions to keep the review process on track.
• Provide reminders and follow-up and provide answers to questions as needed to keep the project on track with timelines.

Candidate Requirements:

• Proven experience in tracking project progress, organising and reporting data updates to ensure timely completion of tasks.
• Strong attention to detail and ability to ensure accuracy and alignment with Standard Operating Procedures (SOP)
• Effective communication and collaboration skills to work with multiple stakeholders, provide feedback across higher levels of the organisation, and ensure smooth process execution.
• Ability to prioritize tasks, act with urgency, and meet strict deadlines within an agreed timeframe.
• Ability to identify issues, propose solutions, and implement corrective actions promptly.
• Strong skills in providing progress updates, tracking metrics, and ensuring appropriate transparency throughout the project.
• Solid Microsoft Office skills, including at least intermediate skills in Excel
• Prior experience with Compliance Wire preferred but not required

Carbon60, Lorien & SRG - The Impellam Group STEM Portfolio are acting as an Employment Business in relation to this vacancy.