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Title	Membership Governance Administrator
Categories	Sales, Secretarial
Salary	£18,000 plus £4,000 London Waiting Allowance.
Location	London
Job Information	To provide administrative and communicative support to Membership Governance, Membership Governance Co-ordinator and MG Manager. The objective is to provide efficient and reliable service to our members and other organisations with whom we have contact, efficient and timely responses to queries and a high standard of customer care. KEY RESULTS AREAS 1) Support for Membership Governance, a) Provide a day to day personal and confidential and administrative support for Membership Governance and to assist it in discharging their duties effectively. b) Retrieve files from storage or from our offices, organise and send/retrieve these to and from the MG Assessors offices/homes. c) Check, prioritise and co-ordinate administrative correspondence working with the MG Co-ordinator to ensure member’s receive accurate information. d) Organise and arrange appointments and meetings for the MG Team. e) Liaise with relevant Committees and Heads’ of Department on MG Team’s behalf and receive internal enquiries from other senior managers and medicolegal advisers/consultants/agents. Provide a full telephone ‘buffer’ service. f) Complete monthly expense forms. g) To assist in maintaining the MG database (Governance system) and all ancillary systems. 1) Administrative Support Maintain and update filing system. Deal promptly and effectively with any enquiries coming in to the MG Office. Order from storage files, organise their delivery to and retrieval from MG Assessors’ homes. Be responsible of ensuring there is appropriate smooth running of the workload for the MG Assessors. Work with guidance from MG Manager or MG Co-ordinator. 2) MG Procedures • Ensure that all MG administration work complies with the written procedures and guidance from the Head and Manager of Membership Governance. • Ensure that MG databases and spreadsheets are properly maintained. • Participate in quality control processes to ensure MG electronic and paper files are accurate. 3) Additional Duties • Organise itineraries / lecture programmes when necessary. • Establish and maintain databases of requests for advice from internal and external sources, setting and managing response turnaround times. • The post holder may be involved in assisting projects allied to the HoMG’s duties. TYPICAL TASKS & PROBLEMS - The secretary to the HoMG/MGC assists in ensuring that organisations and individual members dealing with the MG department receive a first class service when they correspond, telephone or attend the office in person. It is important that the post holder remains calm, courteous and tactful at all times, passes on promptly and clearly all messages to the HoMG/MGC and ensures that the necessary action is taken and followed through. It is essential to ensure that the HoMG is not constantly being interrupted and that the postholder deals with as much as possible. The HoMG is required to be out of the office and in meetings and therefore support is vital to manage his diary and to communicate with a number of external bodies tactfully. There will be plenty of opportunity to demonstrate initiative and flair. KNOWLEDGE/EXPERIENCE - • Organisational skills • Ability to handle routine and non-routine tasks equally well • Good knowledge of Microsoft software • Ability to work to high standards in a quality environment • Good knowledge of general office procedures/equipment • A good knowledge of the English language • Tact and discretion when dealing with confidential and sensitive information • Ability to work under pressure • Ability to compose own letters of response when necessary • Ability to communicate with other departments and to understand the part their work takes within MPS DECISION MAKING - The jobholder must be able to prioritise and organise workload in the MG Team. The jobholder must ensure that any unresolved matters or enquiries are discussed with the MG manager and attended to promptly. In the HoMG’s absence the jobholder must ensure that urgent matters are dealt with either by the jobholder or by the most appropriate person. ESSENTIAL PEOPLE SKILLS : Essential Skills – Accurate data handling Organisational ability Prioritisation skills Good communication skills Able to handle confidential information sensitively Desirable Skills – Some experience of data review/analysis Essential Knowledge : Keyboard skills and accurate data input IT skills – able to use Microsoft package – Word, Excel, Powerpoint Desirable Knowledge – Medical and dental terminology Legal system and terminology Advanced Excel Attitudes – Demonstrate high standard of attention to detail Team player Initiative Patient Approachable Flexible Self motivated Customer awareness
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Title	Legal Secretary
Categories	Secretarial
Salary	£25,500
Location	London
Job Information	The secretary is a member of the secretarial team working for the solicitors in the ‘in-house’ legal team of on the record solicitors, claims managers and regulatory solicitors who have conduct of active and substantial medico-legal and dental-legal caseloads. The secretary provides secretarial, administrative and communicative support to the Claims Manager, with the object of providing an efficient and reliable legal service us and our members. This includes efficient and timely responses to members’ queries, a high standard of customer care, and to assist generally in the work of the Claims & Legal Services Division as required and as directed by the Senior Secretary. The secretary is expected to help out other secretaries in the team in order to ensure that the work of the solicitors and claims managers is dealt with effectively and efficiently. The aim of the legal secretary’s work is to ensure the smooth running of their particular office, and to contribute to the smooth running of the Claims & Legal Services Division, resulting in a prompt, effective and first class service to members. This is often made even more challenging by the confidential nature of many of the problems/queries dealt with. DESCRIPTION OF POSITION AND OUTLINE OF TASKS TO BE UNDERTAKEN The Claims & Legal Services Division’s policy is to have a 48 hour turn round for all new matters referred to it. The legal nature of this post requires prompt responses to ensure court deadlines are met and speed, efficiency and accuracy are all essential in dealing with legal documentation. The secretary is very much in control of the day to day running of his/her own job. Prioritising of the work is important, as are organisational skills. All telephone calls for the Claims Managers come via the secretary who will screen the calls to establish whether they can deal with the matter, or will need to pass the caller on. It is desirable that the secretary keeps herself apprised of new developments with regard to legal protocols/procedures, etc and the secretary must be aware of how his/her work and methods of work will be affected and assist in taking appropriate action. Below are set out the main tasks and targets for the job: 1. Support for Claims Managers Providing day to day administrative and secretarial support including Arrangement and co-ordination of appointments and conferences Effective communication of messages to Claims Managers. Checking and co-ordinating post and dealing with certain correspondence on own initiative. Ensuring the smooth running of the office in Claims Managers’ absences, including bringing any legal documentation to the attention of other solicitors, Medico-Legal Advisers, Claims Managers or Dental-Legal Advisers as necessary in the absence of Claims Managers. Retrieving case files to be worked on by Claims Managers with incoming post. Retrieving case files for review by Claims Manager and in some instances take independent action such as chasing letters or phone calls. Audio-typing proofs of evidence, instructions to Counsel and experts, general correspondence, court documents and précis cards, making use of tables and completing forms downloaded from the Court website. A thorough knowledge of medical records is required including accurate transcription of handwritten entries. Typing of standard/routine letters unprompted and also to assist in developing and updating precedents and documentation required by the legal team. Reviewing incoming e-mails to both secretary and Claims Manager and transferring information to relevant electronic and hard copy files. Extensive photocopying and scanning, pagination and preparing bundles. Transferring records, x-rays and documents onto disc. Preparing chronologies from review of file and present to Claims Managers for formalising into précis card. 1. Maintaining Quality External Relations and Service to Members Dealing extensively with solicitors, Counsels’ chambers, medical experts and court officials on the telephone ensuring that all enquiries are dealt with promptly and followed-up appropriately, with referral to Claims Manager when necessary. Arranging appointments for members, confirming by post/e-mail and ensuring they have clear directions. Receiving members arriving at the MPS’s office to attend appointments with Claims Managers. 2. Office Support Maintaining own and Claims Managers’ diaries via Microsoft Outlook Arranging Claims Managers’ travel requirements Dealing with Claims Managers’ expenses and completing necessary paperwork. Extensive filing of our casework documentation and keeping files in good order in accordance with standard case file index. Maintaining and updating own personal filing systems Locating files and transferring to the relevant location on the cases system. Performing weekly audits of file locations on the cases system. Booking meeting rooms; equipment; and visitors via the intranet. Meeting visitors in reception and preparing refreshments for meetings. Preparing documentation and liaising with office services to ensure documents correctly sent to storage. Providing help where necessary with departmental workload, assisting with group pick-up of telephone calls, co-ordinating lunchtime cover, checking post in colleagues’ absence. 1. Maintaining/Conducting Effective In-house Communications Extensive communications with all departments within our organisation on everyday business, i.e. Medical, Finance, Claims Administration, Membership, Human Resources, Risk Management, Office Services and Marketing, with knowledge of their roles within the company and how to work alongside them to enable smooth running of day to day business. KNOWLEDGE AND SKILLS 1. A good working knowledge of legal terminology and the layout of documents is essential, together with an understanding of medical records and medical terminology. An insight into relevant legal procedures/timetables would be advantageous. 2. Advanced word-processing is necessary with an active knowledge of Microsoft XP and Microsoft Outlook. Audio typing (via digital dictation) is the main requirement and a minimum speed of 60 wpm is required. Some copy typing is also undertaken. The secretary may also be required to draft certain letters/documents herself. 3. Oral and communication skills, including tact and discretion when dealing with confidential and sensitive information, together with a good knowledge of the English language. 4. An ability to keep calm under pressure, courteous, tactful and diplomatic with a wide range of our contacts, both internally and externally is essential. 5. Good diary management is essential and an ability to prioritise own workload, together with Claims Managers’ workload and the ability to run the office during their absences. 6. The job also requires the holder to work as part of a team with her colleagues, especially with other legal secretaries and to liaise with Solicitors, MLAs and DLAs when necessary. 7. Computer knowledge sufficient to utilise our company Cases System, company intranet, V7 digital dictation. The secretary will be required to keep abreast and utilise all new company IT applications/systems and become proficient in the same.
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Title	Medical Secretary
Categories	Secretarial
Salary	£25,000
Location	London
Job Information	To provide secretarial, administrative and communicative support to 1-2 medicolegal adviser(s) and department with the object of providing efficient and timely responses to members’ problems and queries for good customer care. KEY RESULTS AREAS 1 Provision of support for 1-2 medicolegal advisers Provide an effective administrative and secretarial service to 1-2 medicolegal advisers, including arrangement of appointments, effective message-taking, checking and co-ordinating post and dealing with certain correspondence on own initiative. In the absence of the medicolegal adviser, ensuring that his/her workload is effectively managed and appropriately prioritised. 2 Communication/Relationships Deal with members of MPS on the telephone, together with solicitors and others involved in MPS business, ensuring that all enquiries are dealt with promptly and followed up fully resulting in the appropriate response. Participate in a reception rota as required. To ensure effective daily communication with all other departments of MPS. The Medical Division works very closely with the Legal Department and it is important to ensure that good working relationships are maintained with departments. 3 Office Support Maintaining individual and medicolegal adviser’s diaries, taking account of the department’s needs. Managing the administration of internal processes to ensure that files are kept orderly and complete. Developing and maintaining an updated personal filing system and systems within the medical department. Dealing promptly with any enquiries coming in to the department. Arranging travel requirements. 4 Team Working The team consists of 10 secretarial and support staff and it is a general necessary requirement to be able to contribute to the efficient running of the team in a positive way. It is expected that the post holder will work closely with colleagues to develop and maintain knowledge of the other medicolegal adviser’s caseload to a degree which will enable that caseload to be managed efficiently by providing cross-cover when secretarial colleagues are absent. 5 Service & Quality Seek out areas where the work can be performed more effectively by accepting delegated tasks and developing existing processes at a personal and departmental level, and to ensure that documentation is of a high standard and is in accordance with MPS house style. TYPICAL TASKS AND PROBLEMS The basic aim of the medicolegal secretary’s work is to ensure the smooth-running of their particular medicolegal adviser’s workload, resulting in a prompt, effective and first-class service to members, which is paramount. This is often made even more challenging by the nature of the problems/queries dealt with. MPS’s policy is to have a speedy response for queries referred to it, the aim being to alleviate any concerns a member may have as soon as possible. It is therefore necessary that the job holder prioritises the work to ensure the efficient day to day running of their workload. Secretarial Tasks a) Typing of general correspondence, letters, etc, for 1-2 medicolegal advisers using V7 audio digital dictation. b) Filing case related correspondence. c) Photocopying and/or scanning of documents. d) Answering and screening telephone calls and, when appropriate, answering other colleagues’ phones and relaying accurate and timely messages. e) Booking internal meeting rooms using the computerised booking system, and if necessary, any video-conferencing equipment. f) Carrying out on a weekly basis, an audit of file locations for your medicolegal adviser(s) using the electronic system. g) Providing cover for reception as and when required. (A rota exists which includes all secretarial staff across three departments.) h) Comprehensive diary management using Outlook. i) Electronic saving of incoming/outgoing correspondence. The majority of documents are general correspondence eg typing letters of a confidential nature There is a large amount of routine, as well as urgent, correspondence. It is important to emphasise that speed, efficiency and accuracy are all essential in dealing with correspondence, as is the need to meet strict deadlines. There is an expectation that the job holder will eventually be in a position to write standard/routine letters unprompted. The job holder will ensure that in the absence of the medicolegal adviser the continuity of case work is ensured by dealing with telephone enquiries and identifying urgent items ensuring appropriate action is taken. KNOWLEDGE A good knowledge of written English language/grammar is essential together with accuracy, efficiency and a minimum copy typing speed of 60wpm. High quality oral and communication skills, including patience, tact and discretion when dealing with confidential and sensitive information. A working knowledge of Microsoft Windows, Outlook, Word and telephone etiquette are essential. The ability to prioritise own workload, together with the medicolegal adviser’s workload, and the ability to run the office during the medicolegal adviser’s absences. Good diary keeping is essential, together with the ability to keep calm under pressure, maintain courtesy, tact and diplomacy. The job also requires the holder to work as part of a team with other secretarial colleagues. An AMSPAR qualification is desirable. Shorthand is not a necessity but is desirable. DECISION MAKING The secretarial and administrative side of the job is under the control of the secretary, ensuring prompt action to all matters brought to his/her attention, therefore deciding the priority of the work the medicolegal secretary has is of vital importance. Some decision making is necessary during a medicolegal adviser’s absence – the medicolegal adviser’s post and files should be checked through each day by the secretary who will decide whether something requires urgent attention and deal with accordingly. All telephone calls into the department come via the secretaries – in many cases he/she will screen the calls to establish whether they can deal with the matter or refer to the appropriate person. All secretaries should have a thorough knowledge of their filing systems and relevant filing systems within the department and wider, as necessary. These are created and/or maintained by the job holder.
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