Medical Secretary

Internal applicants only LWSW employees only

This post is available to LWSW employees only. Please do not share these details outside of the organisation.

29 hours per week.

An exciting opportunity has become available to join the Child and Adolescent Mental Health Services (CAMHS) as a band 3 Medical Secretary/Administrator. Are you an experienced, highly flexible medical secretary or an enthusiastic administrator who enjoys working in a fast paced progressive environment, then we would be delighted to hear from you.

We are looking for a highly motivated individual with a willingness to learn and our preferred candidate

will be the medical secretary for the Child and Adolescent Mental Health Services (CAMHS) Psychiatry pathway which

is a team which sits within the CAMHS service. The post holder will also be required to support other teams within CAMHS with various duties dependant on

service demand. The applicant must be able to manage a pressured environment

and a requirement to work autonomously.

The successful candidate will demonstrate excellent

customer care skills, communication and organisational skills and good time

management with ability to work well under pressure and to tight deadlines.

NVQ3 or equivalent qualifications or substantial previous experience are

essential for this role.

Main duties of the job

To deliver an

effective and competent level of secretarial and administrative support and

consistently deliver a client focussed service which promotes good customer

service and effective working relationships.

To be

responsible for providing daily secretarial and administrative support in the

allocated service area ensuring business priorities are met for example:

maintaining records, minute taking, data inputting and reception duties.

Typing of

confidential reports/letters; which may be supplied via hard copy and/or

dictation, (which may contain distressing information) as requested to meet

service needs.

Working

proactively to support team. Ability to work on own and proactively as part of

a team

To provide the day-to-day

supervision and line management of junior staff where appropriate.

The job description and person specification are an outline of the

tasks, responsibilities and outcomes required of the role. The job holder will

need to be flexible to carry out any other duties as may be reasonably required

by their line manager.

This role may not be eligible for sponsorship under the Skilled Worker route; please refer to the Direct Gov website for more information with regards to eligibility.

Please note that Livewell may close the job advertisement earlier than the specified deadline.

All Livewell staff are expected to be able and willing to work across a 7 day service.

About us

Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs.

As an organisation with a strong social conscience we are guided by our values, kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve.

We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives.

We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation.

Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert.

Details

Date posted

09 October 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year

pa, pro-rata

Contract

Permanent

Working pattern

Part-time,

Job share,

Flexible working

Reference number

B9832-2026-AC-2010

Job locations

200 Mount Gould Road

Mount Gould

Plymouth

Devon

PL4 7PY

United Kingdom

Job responsibilities

The post holder is secretary to the Consultant and is a demanding role. The emphasis is to provide an efficient and high quality secretarial service to the Consultant and speciality doctors, to liaise and communicate effectively with patients and their relatives, colleagues within the multidisciplinary team and external colleagues, other departments and directorates within Livewell Southwest and all agencies/organisations that interface with the Consultant's area of clinical responsibility, including clinical governance issues.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible and carry out any other duties as may be reasonably required by their line manager.

Scope and Range- the medical secretary provides comprehensive administrative support to consultants and speciality doctors within the CAMHS Psychiatry Team. This role involves coordinating and managing secretarial duties within the Psychiatry Team. The postholder will have a specific service to support and are expected to be flexible and support the other services during staff absences and periods of increased demand, ensuring continuity across the department. You will need excellent organisational skills, good communication skills, a flexible approach , good time management and the ability to prioritise work and manage stress well.

Main Duties/Responsibilities- To provide an efficient audio/copy typing and word processing service as required. This includes the typing of letters and reports in an accurate and high-quality manner, adhering to the organisations turnaround time for clinic letters following appointments.

To work with the team in implementing all admin procedures including the typing letters, reports, training packages, emails, minutes and agendas as requested. This requires advanced keyboard skills, speed and accuracy within required timescales and constant use of a VDU daily.

Liaise with our referral co-ordinator to ensure referrals out to other services as requested by the doctors are processed in a timely manner, as well as any referrals in received.

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

To retrieve medical records and assist the completion of medical/insurance records.

To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

To maintain the computer clinic system in an accurate and secure manner.

In liaison with the team responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties.

Process incoming and outgoing mail, distributing to correct doctor in a timely manner.

Be responsible for all of the consultants incoming mail and e-mails, whilst using discretion to deal appropriately with any mail that does not require the consultants perusal.

Provide an efficient and accurate secretarial service to the consultant and to ensure the consultant's diary of appointments is updated and confirmed with them regularly. Use discretion to make changes to the consultants diary and communicate the changes whenever necessary.

To maintain, always, the highest level of confidentiality in respect of information concerning the Livewell Southwest or any of its staff or patients.

Record and monitor the consultants attendance/absence in own diary. Apply to the appropriate parties for approval of leave and obtain consultant cover. Arrange changes to the Consultant Duty Rota as necessary and again notify all parties of such changes.

Provide secretarial support for the junior doctors working with the consultants following outpatients clinics.

Liaise with the team and other medical secretaries to cross cover for annual leave and other leave as required, in line with the secretarial standard.

Liaise with GPs, patients, carers and other professionals on a daily basis via email, telephone calls or letters.

Book patients in for clinical appointments, send appointment letters, following the appointment outcome the appointment and booking the next appointment within timeframe stated by the doctor.

Be the first point of contact on the telephone for patients and healthcare professionals including following data protection protocols for confirming callers details. Use tact, diplomacy and maintaining confidentiality when talking to patients.

Take telephone messages and pass to correct secretary/team member as appropriate.

Maintain outpatients appointments and implement changes as necessary on own initiative to ensure that the lists run effectively and efficiently.

Review the consultants caseload and waiting lists regularly.

To coordinate and produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary.

The post holder will liaise with patients, carers, families and other professionals and agencies to organise various meetings. Due to the urgency, some of these meetings are arranged at short-notice, requiring re-organisation of diaries to ensure service user needs are met.

To attend and participate in admin team meetings, as well as the wider service meetings.

Accurately recording large amounts of information relating to staff contact with patients onto Livewell Southwest database (SystmOne) daily.

The post holder will identify new ways of working and make changes to own work, when agreed, to improve service.

Ensure that all complaints, compliments, concerns, comments, and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately.

The post holder will be able to provide non-clinical advice and information with regards to appointments and visitors to the unit.

The post holder will undertake surveys/audits as required including staff surveys.

Respond to all communication via telephone calls, email, and written queries on behalf of the service area including call handling where appropriate.

Manage appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available.

Ensure that the corporate support function complies with all Livewell policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding.

Assist in the training of newly appointed secretarial/administrative staff and supporting them during their assimilation.

Be proactive and contribute ideas for improvement in the way the service is delivered.

Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.

Supporting with all administrative tasks around FP10s, including monthly audits, ensuring signatory log is kept up to date when staff changes occur and scanning and saving the FP10into SystmOne

Distributing and logging FP10s

Monitoring the FP10 stock monthly and arranging collection of new FP10 pad from Mount Gould Hospital as and when required.

Communications and Relationships -The post holder will be in regular contact with nursing and other clinical staff, service users and carers, other appropriate bodies as needed, general practice, members of the public and all stakeholders

To maintain confidentiality regarding information gained during the course of work.

To be responsible for the work area and ensure and maintain a safe environment in line with Livewell Southwest policies and protocols.

Ensure that the consultants' caseload details are kept up-to-date

Deal with patients and service users of all ages and requirements over all forms of communication, being mindful of the communication challenges from service users and adapting accordingly.

Working with other admin staff within the wider teams.

Working with the Service Support Manager and other department managers regarding queries that require escalation.

To build positive working relationships with the immediate medical secretary team, wider administration/reception team, management, doctors and internal and external stakeholders as required.

Physical Effort -The job requires sitting working at a desk for periods at a time and moving patient notes to secure storage lockers which can be a number of files at once.

Mental Effort- Will use VDU for high proportion of time. The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties.

Emotional Effort -Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients.

The post holder will provide and receive confidential, complex and sensitive information, orally, inwriting or electronically, within the boundaries of confidentiality. At times the information can be distressing

Job responsibilities

The post holder is secretary to the Consultant and is a demanding role. The emphasis is to provide an efficient and high quality secretarial service to the Consultant and speciality doctors, to liaise and communicate effectively with patients and their relatives, colleagues within the multidisciplinary team and external colleagues, other departments and directorates within Livewell Southwest and all agencies/organisations that interface with the Consultant's area of clinical responsibility, including clinical governance issues.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible and carry out any other duties as may be reasonably required by their line manager.

Scope and Range- the medical secretary provides comprehensive administrative support to consultants and speciality doctors within the CAMHS Psychiatry Team. This role involves coordinating and managing secretarial duties within the Psychiatry Team. The postholder will have a specific service to support and are expected to be flexible and support the other services during staff absences and periods of increased demand, ensuring continuity across the department. You will need excellent organisational skills, good communication skills, a flexible approach , good time management and the ability to prioritise work and manage stress well.

Main Duties/Responsibilities- To provide an efficient audio/copy typing and word processing service as required. This includes the typing of letters and reports in an accurate and high-quality manner, adhering to the organisations turnaround time for clinic letters following appointments.

To work with the team in implementing all admin procedures including the typing letters, reports, training packages, emails, minutes and agendas as requested. This requires advanced keyboard skills, speed and accuracy within required timescales and constant use of a VDU daily.

Liaise with our referral co-ordinator to ensure referrals out to other services as requested by the doctors are processed in a timely manner, as well as any referrals in received.

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

To retrieve medical records and assist the completion of medical/insurance records.

To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

To maintain the computer clinic system in an accurate and secure manner.

In liaison with the team responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties.

Process incoming and outgoing mail, distributing to correct doctor in a timely manner.

Be responsible for all of the consultants incoming mail and e-mails, whilst using discretion to deal appropriately with any mail that does not require the consultants perusal.

Provide an efficient and accurate secretarial service to the consultant and to ensure the consultant's diary of appointments is updated and confirmed with them regularly. Use discretion to make changes to the consultants diary and communicate the changes whenever necessary.

To maintain, always, the highest level of confidentiality in respect of information concerning the Livewell Southwest or any of its staff or patients.

Record and monitor the consultants attendance/absence in own diary. Apply to the appropriate parties for approval of leave and obtain consultant cover. Arrange changes to the Consultant Duty Rota as necessary and again notify all parties of such changes.

Provide secretarial support for the junior doctors working with the consultants following outpatients clinics.

Liaise with the team and other medical secretaries to cross cover for annual leave and other leave as required, in line with the secretarial standard.

Liaise with GPs, patients, carers and other professionals on a daily basis via email, telephone calls or letters.

Book patients in for clinical appointments, send appointment letters, following the appointment outcome the appointment and booking the next appointment within timeframe stated by the doctor.

Be the first point of contact on the telephone for patients and healthcare professionals including following data protection protocols for confirming callers details. Use tact, diplomacy and maintaining confidentiality when talking to patients.

Take telephone messages and pass to correct secretary/team member as appropriate.

Maintain outpatients appointments and implement changes as necessary on own initiative to ensure that the lists run effectively and efficiently.

Review the consultants caseload and waiting lists regularly.

To coordinate and produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary.

The post holder will liaise with patients, carers, families and other professionals and agencies to organise various meetings. Due to the urgency, some of these meetings are arranged at short-notice, requiring re-organisation of diaries to ensure service user needs are met.

To attend and participate in admin team meetings, as well as the wider service meetings.

Accurately recording large amounts of information relating to staff contact with patients onto Livewell Southwest database (SystmOne) daily.

The post holder will identify new ways of working and make changes to own work, when agreed, to improve service.

Ensure that all complaints, compliments, concerns, comments, and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately.

The post holder will be able to provide non-clinical advice and information with regards to appointments and visitors to the unit.

The post holder will undertake surveys/audits as required including staff surveys.

Respond to all communication via telephone calls, email, and written queries on behalf of the service area including call handling where appropriate.

Manage appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available.

Ensure that the corporate support function complies with all Livewell policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding.

Assist in the training of newly appointed secretarial/administrative staff and supporting them during their assimilation.

Be proactive and contribute ideas for improvement in the way the service is delivered.

Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.

Supporting with all administrative tasks around FP10s, including monthly audits, ensuring signatory log is kept up to date when staff changes occur and scanning and saving the FP10into SystmOne

Distributing and logging FP10s

Monitoring the FP10 stock monthly and arranging collection of new FP10 pad from Mount Gould Hospital as and when required.

Communications and Relationships -The post holder will be in regular contact with nursing and other clinical staff, service users and carers, other appropriate bodies as needed, general practice, members of the public and all stakeholders

To maintain confidentiality regarding information gained during the course of work.

To be responsible for the work area and ensure and maintain a safe environment in line with Livewell Southwest policies and protocols.

Ensure that the consultants' caseload details are kept up-to-date

Deal with patients and service users of all ages and requirements over all forms of communication, being mindful of the communication challenges from service users and adapting accordingly.

Working with other admin staff within the wider teams.

Working with the Service Support Manager and other department managers regarding queries that require escalation.

To build positive working relationships with the immediate medical secretary team, wider administration/reception team, management, doctors and internal and external stakeholders as required.

Physical Effort -The job requires sitting working at a desk for periods at a time and moving patient notes to secure storage lockers which can be a number of files at once.

Mental Effort- Will use VDU for high proportion of time. The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties.

Emotional Effort -Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients.

The post holder will provide and receive confidential, complex and sensitive information, orally, inwriting or electronically, within the boundaries of confidentiality. At times the information can be distressing

Person Specification

Qualifications

Essential

• Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge
• RSA II typing or equivalent qualification or significant equivalent previous experience and knowledge

Desirable

• NVQ 3 in Business Administration or equivalent
• Knowledge of SystmOne.

Experience

Essential

• Substantial experience of working in an administrative environment using computerised data systems.
• Experience of supervising other staff members

Desirable

• Knowledge of SystmOne.
• Understanding of Data Protection legislation
• Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.

Knowledge

Essential

• Working knowledge of Microsoft Office including Word and Excel
• Understanding of confidentiality & data protection act
• Able to build effective working relationships with customers and colleagues/staff

Desirable

• Knowledge of SystmOne.
• Understanding of Data Protection legislation
• Understanding of healthcare services and national requirements in inpatient and outpatient booking systems

Skills & Abilities

Essential

• Good communication skills - writing, typing, data entry and telephone skills ensuring accuracy.
• Ability to communicate verbally and in writing to a good level (face to face and over the telephone)
• Ability to prioritise own workload
• Ability to work effectively as part of a team.
• Ability to use initiative organising own workload to set deadlines within the scope of role
• Organised, efficient and accurate
• Flexible and adaptable willing to learn new skills
• Able to analyse problems and initiate appropriate solutions effectively
• Able to apply tact and sensitivity to establish trust and support

Person Specification

Qualifications

Essential

• Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge
• RSA II typing or equivalent qualification or significant equivalent previous experience and knowledge

Desirable

• NVQ 3 in Business Administration or equivalent
• Knowledge of SystmOne.

Experience

Essential

• Substantial experience of working in an administrative environment using computerised data systems.
• Experience of supervising other staff members

Desirable

• Knowledge of SystmOne.
• Understanding of Data Protection legislation
• Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.

Knowledge

Essential

• Working knowledge of Microsoft Office including Word and Excel
• Understanding of confidentiality & data protection act
• Able to build effective working relationships with customers and colleagues/staff

Desirable

• Knowledge of SystmOne.
• Understanding of Data Protection legislation
• Understanding of healthcare services and national requirements in inpatient and outpatient booking systems

Skills & Abilities

Essential

• Good communication skills - writing, typing, data entry and telephone skills ensuring accuracy.
• Ability to communicate verbally and in writing to a good level (face to face and over the telephone)
• Ability to prioritise own workload
• Ability to work effectively as part of a team.
• Ability to use initiative organising own workload to set deadlines within the scope of role
• Organised, efficient and accurate
• Flexible and adaptable willing to learn new skills
• Able to analyse problems and initiate appropriate solutions effectively
• Able to apply tact and sensitivity to establish trust and support

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Livewell Southwest

Address

200 Mount Gould Road

Mount Gould

Plymouth

Devon

PL4 7PY

United Kingdom

Employer's website

https://www.livewellsouthwest.co.uk/ (Opens in a new tab)

Employer details

Employer name

Livewell Southwest

Address

200 Mount Gould Road

Mount Gould

Plymouth

Devon

PL4 7PY

United Kingdom

Employer's website

https://www.livewellsouthwest.co.uk/ (Opens in a new tab)

Job responsibilities

The post holder is secretary to the Consultant and is a demanding role. The emphasis is to provide an efficient and high quality secretarial service to the Consultant and speciality doctors, to liaise and communicate effectively with patients and their relatives, colleagues within the multidisciplinary team and external colleagues, other departments and directorates within Livewell Southwest and all agencies/organisations that interface with the Consultant's area of clinical responsibility, including clinical governance issues.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible and carry out any other duties as may be reasonably required by their line manager.

Scope and Range- the medical secretary provides comprehensive administrative support to consultants and speciality doctors within the CAMHS Psychiatry Team. This role involves coordinating and managing secretarial duties within the Psychiatry Team. The postholder will have a specific service to support and are expected to be flexible and support the other services during staff absences and periods of increased demand, ensuring continuity across the department. You will need excellent organisational skills, good communication skills, a flexible approach , good time management and the ability to prioritise work and manage stress well.

Main Duties/Responsibilities- To provide an efficient audio/copy typing and word processing service as required. This includes the typing of letters and reports in an accurate and high-quality manner, adhering to the organisations turnaround time for clinic letters following appointments.

To work with the team in implementing all admin procedures including the typing letters, reports, training packages, emails, minutes and agendas as requested. This requires advanced keyboard skills, speed and accuracy within required timescales and constant use of a VDU daily.

Liaise with our referral co-ordinator to ensure referrals out to other services as requested by the doctors are processed in a timely manner, as well as any referrals in received.

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

To retrieve medical records and assist the completion of medical/insurance records.

To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

To maintain the computer clinic system in an accurate and secure manner.

In liaison with the team responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties.

Process incoming and outgoing mail, distributing to correct doctor in a timely manner.

Be responsible for all of the consultants incoming mail and e-mails, whilst using discretion to deal appropriately with any mail that does not require the consultants perusal.

Provide an efficient and accurate secretarial service to the consultant and to ensure the consultant's diary of appointments is updated and confirmed with them regularly. Use discretion to make changes to the consultants diary and communicate the changes whenever necessary.

To maintain, always, the highest level of confidentiality in respect of information concerning the Livewell Southwest or any of its staff or patients.

Record and monitor the consultants attendance/absence in own diary. Apply to the appropriate parties for approval of leave and obtain consultant cover. Arrange changes to the Consultant Duty Rota as necessary and again notify all parties of such changes.

Provide secretarial support for the junior doctors working with the consultants following outpatients clinics.

Liaise with the team and other medical secretaries to cross cover for annual leave and other leave as required, in line with the secretarial standard.

Liaise with GPs, patients, carers and other professionals on a daily basis via email, telephone calls or letters.

Book patients in for clinical appointments, send appointment letters, following the appointment outcome the appointment and booking the next appointment within timeframe stated by the doctor.

Be the first point of contact on the telephone for patients and healthcare professionals including following data protection protocols for confirming callers details. Use tact, diplomacy and maintaining confidentiality when talking to patients.

Take telephone messages and pass to correct secretary/team member as appropriate.

Maintain outpatients appointments and implement changes as necessary on own initiative to ensure that the lists run effectively and efficiently.

Review the consultants caseload and waiting lists regularly.

To coordinate and produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary.

The post holder will liaise with patients, carers, families and other professionals and agencies to organise various meetings. Due to the urgency, some of these meetings are arranged at short-notice, requiring re-organisation of diaries to ensure service user needs are met.

To attend and participate in admin team meetings, as well as the wider service meetings.

Accurately recording large amounts of information relating to staff contact with patients onto Livewell Southwest database (SystmOne) daily.

The post holder will identify new ways of working and make changes to own work, when agreed, to improve service.

Ensure that all complaints, compliments, concerns, comments, and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately.

The post holder will be able to provide non-clinical advice and information with regards to appointments and visitors to the unit.

The post holder will undertake surveys/audits as required including staff surveys.

Respond to all communication via telephone calls, email, and written queries on behalf of the service area including call handling where appropriate.

Manage appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available.

Ensure that the corporate support function complies with all Livewell policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding.

Assist in the training of newly appointed secretarial/administrative staff and supporting them during their assimilation.

Be proactive and contribute ideas for improvement in the way the service is delivered.

Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.

Supporting with all administrative tasks around FP10s, including monthly audits, ensuring signatory log is kept up to date when staff changes occur and scanning and saving the FP10into SystmOne

Distributing and logging FP10s

Monitoring the FP10 stock monthly and arranging collection of new FP10 pad from Mount Gould Hospital as and when required.

Communications and Relationships -The post holder will be in regular contact with nursing and other clinical staff, service users and carers, other appropriate bodies as needed, general practice, members of the public and all stakeholders

To maintain confidentiality regarding information gained during the course of work.

To be responsible for the work area and ensure and maintain a safe environment in line with Livewell Southwest policies and protocols.

Ensure that the consultants' caseload details are kept up-to-date

Deal with patients and service users of all ages and requirements over all forms of communication, being mindful of the communication challenges from service users and adapting accordingly.

Working with other admin staff within the wider teams.

Working with the Service Support Manager and other department managers regarding queries that require escalation.

To build positive working relationships with the immediate medical secretary team, wider administration/reception team, management, doctors and internal and external stakeholders as required.

Physical Effort -The job requires sitting working at a desk for periods at a time and moving patient notes to secure storage lockers which can be a number of files at once.

Mental Effort- Will use VDU for high proportion of time. The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties.

Emotional Effort -Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients.

The post holder will provide and receive confidential, complex and sensitive information, orally, inwriting or electronically, within the boundaries of confidentiality. At times the information can be distressing

Qualifications

Essential

• Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge
• RSA II typing or equivalent qualification or significant equivalent previous experience and knowledge

Desirable

• NVQ 3 in Business Administration or equivalent
• Knowledge of SystmOne.

Experience

Essential

• Substantial experience of working in an administrative environment using computerised data systems.
• Experience of supervising other staff members

Desirable

• Knowledge of SystmOne.
• Understanding of Data Protection legislation
• Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.

Knowledge

Essential

• Working knowledge of Microsoft Office including Word and Excel
• Understanding of confidentiality & data protection act
• Able to build effective working relationships with customers and colleagues/staff

Desirable

• Knowledge of SystmOne.
• Understanding of Data Protection legislation
• Understanding of healthcare services and national requirements in inpatient and outpatient booking systems

Skills & Abilities

Essential

• Good communication skills - writing, typing, data entry and telephone skills ensuring accuracy.
• Ability to communicate verbally and in writing to a good level (face to face and over the telephone)
• Ability to prioritise own workload
• Ability to work effectively as part of a team.
• Ability to use initiative organising own workload to set deadlines within the scope of role
• Organised, efficient and accurate
• Flexible and adaptable willing to learn new skills
• Able to analyse problems and initiate appropriate solutions effectively
• Able to apply tact and sensitivity to establish trust and support