Senior Secretary - Older Persons Mental Health Service - MCX-023231

Job Purpose: To provide full administrative and secretarial support to the Consultant Psychiatrist and Memory Clinic within the Older Persons Mental Health Service, ensuring clinics, home visits and related paperwork are well organised and accurate. To supervise the administrative team in the absence of the Personal Secretary and help maintain a high standard of service for older people with mental health and memory problems.  

Duties  
- Provide day-to-day secretarial and administrative support to the Consultant Psychiatrist and Memory Clinic, including handling incoming and outgoing correspondence and emails.
- Answer and filter phone calls from patients, families and other professionals, dealing with queries where appropriate and passing relevant information and messages to the Consultant, updating RiO notes as needed.
- Manage clinic and home visit appointments on RiO and Outlook, including booking, changing and cancelling clinics and visits, and informing patients and staff of any changes.
- Prepare and send out clinic and Memory Clinic appointment letters, ensuring records, results and paperwork are ready in advance of appointments.
- Retrieve, scan and file medical correspondence and test results on RiO, liaising with Noble’s and UK hospitals to chase outstanding information when required.
- Arrange and record follow-up appointments, including noting any non-attendance or mobility/transport issues, and keeping the Memory Clinic spreadsheet up to date.
- Organise patient transport for on- and off-Island appointments, including flights and hospital transport, liaising with Patient Transport and families.
- Produce accurate letters and reports from templates, handwritten notes and audio dictation, including clinic letters, discharge summaries, reports and court documents.
- Process ad hoc prescriptions, including scanning to RiO, sending to pharmacy and updating GPs on medication changes.
- Support the administration of Mental Health Act paperwork, ensuring Section documentation is completed and processed correctly.
- Help arrange RMO cover and update staff about Consultant annual leave, sickness and clinic cancellations, including rescheduling patients as required.
- Enter and update client information on RiO, providing basic support to colleagues on how to input and find information.
- Organise and take notes/minutes for Governance and other team meetings, circulating papers and actions as required.
- In the absence of the Personal Secretary, oversee the day-to-day work of the administrative team, helping to balance workload and manage routine leave and sickness notifications.
- Help keep process notes and work manuals up to date to support new and temporary staff.
- Provide cross-cover to other administrative teams within Older Persons Mental Health Service and wider Community Care Directorate when needed.
- Follow health and safety procedures, report concerns, and take part in training and development, including the Performance and Development Review process.

Essential Skills  
- Proven secretarial/administration experience with strong text processing and audio typing skills and a good standard of English (e.g. GCSE English or equivalent).
- Confident user of IT systems, including Microsoft Office packages and clinical databases or similar systems.
- Good oral and written communication skills; able to deal with people at all levels with tact, diplomacy and respect.
- Experience of taking and writing accurate minutes or notes from meetings.
- Experience of working in a busy office environment as part of a small administrative team.
- Strong organisational and time management skills, able to prioritise workload and meet tight deadlines.
- Able to cope with frequent interruptions while maintaining accuracy and quality of work.
- Excellent customer service skills, with a friendly and professional manner when dealing with patients, families and other professionals.
- Knowledge of medical terminology and experience of working with confidential and sensitive information.
- Understanding of the need for confidentiality and data protection when handling patient information.
- Knowledge of, or willingness to quickly learn about, the Mental Health Service and patient pathways.
- Calm under pressure, with the ability to remain professional in challenging situations.
- Able to work with discretion, maintaining confidentiality and using judgement when handling sensitive issues.
- Reliable, self-motivated and flexible, willing to adapt to changing service needs.
- Ability to learn and understand the patient journey within Older Persons Mental Health Service.
- Patient, empathetic approach when dealing with older people and their families.
- Excellent interpersonal skills and a respectful, team-focused attitude.
- Willingness to embrace change and contribute ideas for improving the service.

Desirable Skills 
- Formal advanced qualification(s) in word processing, document production or audio transcription.
- Knowledge of confidentiality, security awareness and GDPR requirements in a healthcare setting.
- Specific knowledge of the Mental Health Service on the Isle of Man.
- Experience of using the RiO Client Information System or a similar mental health records system.
- Innovative approach with a proactive attitude to improving processes and maintaining high standards.
- Isle of Man Worker status.

A more detailed job description can be viewed by clicking here

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Salary & benefits

£28,979 - £34,609

Hours

Full-Time - 37 Hours