Medical Secretary - Part Time & Homeworking Available
Job Description and Person Specification
All about Orri
To offer a new choice to people aged 16+ living with an eating disorder in the UK, which enables meaningful treatment, positive outcomes and a sustainable recovery.
We exist to provide specialist intensive day treatment for people with eating disorders and to collaborate with experts by experience and partners to enhance accessible and quality treatment throughout the UK, so that individuals, families and communities can thrive.
The prevalence of people with a serious eating disorder requiring specialist treatment is increasing in the UK and beyond. Founded in July 2018, Orri provides an intensive day treatment programme for people aged 16+ with eating disorders, providing both a cost-effective alternative to long-stay hospitalisation as well as the opportunity for earlier intervention. Evidence strongly demonstrates that earlier intervention achieves better patient outcomes. Orri offers both online and in person treatment programmes, and our ambition is to grow new Orri centres across the UK, making intensive day treatment a new choice for those suffering with an eating disorder, their families and loved ones, and for those who commission/fund services on their behalf.
Job title: Medical Secretary
Closing Date: Open
Vacancy enquiries to: Garry Humphries – GarryH@orri-uk.com
Salary: £23,000-£24,000 pro rata depending on experience
Hours: Part-time 24-32 hours (will consider Full-time)
Base: Hallam Street, London / Home Working
Contract type: Permanent
Annual leave: The basic annual leave entitlement in a full year is 33 days inclusive of bank holidays. Leave entitlement is pro rata where applicable.
Orri operates a smoke free policy on all premises and grounds.
Orri is an equal opportunities employer.
The Medical Secretary role is a dynamic post supporting a fast paced and busy clinical team. The post holder will be responsible for the efficient management of client onboarding, clinical appointments and treatment planning for clients as well as supporting the team in their day to day administrative needs. The post holder will be required to work unsupervised and on their own initiative, as well as working as part of team with clinical, management and clerical staff to deliver the highest standards of administrative support possible for clients, Orri team members and any other person their duties bring them into contact with.
The post holder will be highly organised and proactive, with the ability to work both independently and as part of a team, and to manage and prioritise a varied and busy workload. The post requires a positive and hands on attitude and approach; with a high degree of empathy, influencing and interpersonal skills.
SCOPE AND RANGE OF THE POST
- Work with the Admissions and Clinical teams to ensure effective and efficient outcomes for all clients accessing treatment via Orri.
- Provide end to end sight over the client onboarding process ensuring all of the relevant forms and processes are followed.
- Work with the clinical team on client scheduling, tracking appointments and ensuring administrative compliance on Orri’s various systems.
- Efficiently use computer-based systems to enter pertinent client information, ensure data compliance and maintain relevant databases.
- Produce emails and letters which inform clients of the appropriate admission details, dates and support finance with billing where appropriate..
- Accurately update and create spreadsheets regarding client waiting list times, and communicate and respond to e-mails from , clients, admissions and finance team members to ensure onboarding clients runs smoothly
- Flag any absences or changes to the Treatment Plans with the finance and clinical team and, if approved, update relevant systems to ensure attendance is accurately monitored at all time
- Compile and update clients personal details on our database and amend their files accordingly. Create files for new clients and support the admissions team in requesting notes from other Services for clients who are referred to Orri or who have been in previous treatment settings.
- Produce and distribute weekly admissions list to the clinical manager, finance manager and Director of Clinical Services.
- Deal with day to day enquiries in a courteous, supportive manner.
- Organise and prioritise assignments to complete work in a timely and efficient manner, particularly when there are changes in workload or assignments.
- Carry out other duties that may be required from time to time in line with the role, experience and job title.
MAIN DUTIES AND RESPONSIBILITIES
The post-holder will be responsible for:
- The management of their own workload.
- Be familiar with and ensure implementation of all local, regional and national policies, procedures and guidelines pertinent to all staff within area of responsibility and comply with the contents in the pursuit of the highest standards of care.
- Demonstrate and work with excellent attention to detail
- Possess strong communication skills
- Have an excellent standard of computer literacy
- Have experience of improvement and implementing systems and processes
- Have an active interest in problem solving and resolving inefficiencies
- Work with can do and approachable attitude
- Experience of working in a small fast paced business (preferred but not essential)
- Be organised and process driven
- Have a legal right to work in the UK
EQUIPMENT & MACHINERY
The equipment used by the post holder on a daily basis will include;
- Computer and associated software most notably Microsoft Office applications, Microsoft Teams, KIPU, finance systems, PMI systems
- Mobile phone and landline phones
The equipment used by the post holder may also include
- Audio and video recording equipment
- The post holder will develop and ensure utilisation of systems for efficient operation of the team:
- Dairy management
- Paper based and electronic documentation systems
- Local database
COMMUNICATIONS AND RELATIONSHIPS
- The post holder will require excellent verbal and written communication skills.
- The post holder will communicate with service users/carers and other health/social care professions and voluntary care providers
- The post holder will be required to communicate sensitive information on a frequent basis and manage potential interpersonal conflict
- The post holder will be expected to attend a variety of meetings to support effective communications
- To take an active role using interpersonal skills in establishing and maintaining relationships through day-to-day team building, promoting staff morale.
- The post holder will at times need to defuse potentially highly charged situations e.g. where clients or carers may express heightened level of emotion.
PHYSICAL, MENTAL, EMOTIONAL, ENVIRONMENTAL DEMANDS
- De-escalation of aggression
- Using equipment.
- Combination of walking, sitting, standing, stair climbing
- Working on own initiative in the field with a significant degree of autonomy in terms of clinical/practice decision-making.
- Effectively managing time in the face of competing priorities.
- Communicating with distressed/anxious service users/carers
- Be privy to sensitive issues such as safeguarding, relationship problems, family conflict etc. and facilitating helpful useful supports.
- Managing acute psychiatric crisis
- Potential for exposure of body fluids
- Exposure to verbal and physical aggression
MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
- Effectively balancing the demands of role with effective delivery of high-quality care.
KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED
- Previous experience working alongside a senior team, healthcare setting would be preferable but not essential
- Highly developed communication and negotiation skills