ReMind UK are looking for a medical secretary to provide high quality, customer and supporter care and administrative support to the ReMind UK team and our patients. To act as the first point of contact for patients and visitors contacting or visiting ReMind UK and to represent the organisation professionally and efficiently in person and through written and digital communications.
GENERAL
ReMind UK (formerly RICE) leads and collaborates on essential research and service delivery to improve the health and find effective treatment for those impacted by dementia and other related conditions.ReMind UK is a cutting-edge research and treatment centre located in Bath, working in both clinical trial and academic research. We are an independent charity focused on essential research and provide support for people with dementia and other conditions of older age, their families and carers; dedicated to improving the quality of life of everyone involved.
Our contracted NHS Memory Clinic service and post diagnosis activities provide support to patients, families and carers.
ReMind is undergoing a major rebrand and was formerly known as RICE - The Research Institute for the Care of Older people and you may see both names used in relation to this role and our wider activities during the phased transition.
THE ROLE
This is a varied and proactive role which would suit someone with great administrative and organisational skills who enjoys working on a variety of activities. The role supports the ReMind UK team, working with our clinical specialists and wider team to support administration. We are looking for someone who possesses the ability to meet the demands of the service and can communicate with a wide range of stakeholders, including patients, funders and supporters.
You will need to demonstrate a track record of strong interpersonal skills and generating communications such as letters, forms and flyers. The role requires skills in using MS Office and a CRM database as well as various IT packages for minutes, presentations and data gathering.
Attention to detail is a must, as is a can-do attitude. No day will be the same and the person will need to balance and prioritise various tasks.
We are looking for a team player and a 'completer-finisher', with excellent communication skills and eye for detail.
KEY RESPONSIBILITIES
General duties
- Undertake a variety of administrative duties to assist in the smooth running of the ReMind UK Centre including the provision of secretarial and administrative support to clinical staff and other members of the ReMind UK Team.
- Offer exceptional customer and supporter care through delivering friendly and efficient assistance to the ReMind UK team ensuring a positive and friendly experience for patients, families, supporters and other visitors either in person or via email or phone.
- Reception duties including greeting patients and visitors to the centre, answering the phones, and emails.
- Inputting data and producing reports from databases including the patient database and the fundraising database.
- Ensure waiting area and reception are kept clean and tidy
- To be flexible to the needs of the Centre to ensure the smooth running of the reception and Memory Clinic
- Establish and maintain effective communication and confidentiality of information
Patient records
- To provide medical secretarial services including word processing, filing, audio typing, photocopying and the composition of letters. To provide a fast and accurate copy and audio typing service to the centre, producing clinic letters and other documents.
- Maintain systems and process to ensure that patient information/data is available at the right time, that they are in the right place, and that they are complete and accurate
- Update patient information/data as required including once patients have been seen, ensuring notes are accurate and up to date.
- Maintain accurate confidential database records for all patients.
- Annual archiving of patient records following relevant policies and procedures.
General
- To support in the organisation of courses we run at ReMind
- Managing external booking for the meeting rooms, ensuring finance manager is aware of any invoices that are required.
- Setting up the meeting rooms when booked, and assisting with AV equipment as required.
Person specification - Essential
- Minimum of two years' experience working in a customer/patient focused environment
- Good typing and computer skills
- Excellent administration and organisation skills
- Experience of using Microsoft Office including word, excel and outlook
- Knowledge and ability to use a database/CRM system
- Polite and professional manner and ability to deal with patients who may be confused, have difficulty communicating, be angry or distressed on the telephone or face to face
- Good time manager, with the ability to work on own initiative and prioritise a busy and diverse workload
- Ability to plan and manage a varied workload
- Excellent verbal and written communications skills
- Self-directed, confident and proactive
- Good team player with a friendly can-do attitude
- Organised, calm under pressure, able to prioritise effectively and work to various deadlines
Desirable
- Knowledge of medical terminology
- Audio typing experience
- Knowledge of the healthcare system in the UK and in particular care for older people.
- Familiarity with and commitment to health and research charities and/or previous experience of working with people with dementia and with patients in the older age group.
PROFESSIONAL & EDUCATIONAL RESPONSIBILITIES:
Abide by all legal and statutory regulations relating to ReMind as a charity and our clinical and research activity, our policies and appropriate Standard Operating Procedures (SOPs).
OTHER RESPONSIBILITIES
All staff must be eligible to work in the United Kingdom.
All staff are required to undergo full DBS checks.
EQUAL OPPORTUNITIES
ReMind UK is committed to equality of opportunity in the workplace.