Job summary
Are you an experienced and ambitious secretary aiming to step into a new chapter of your career and combine your admin with your leadership skills?
We can offer you the best opportunity to achieve your goal by joining the Medicine Division team at North West Anglia NHS Foundation Trust.
As a senior secretary, you will work closely with colleagues in providing an efficient and comprehensive secretarial support within the division, as well as patient administrative services in managing the patient pathways tracking them from referral to pathway completion.
You will have a working understanding of medical terminology and the systems we are using in our daily activities such as Careflow, ETrack, Ice, Clinic Manager and EPRO. You will demonstrate strong typing skills and a solid knowledge of the Microsoft Office package in particular, Excel.
Your previous experience in a leadership role will prove valuable as you will line manage a team of Medical Secretaries/Secretarial Assistants at Peterborough City Hospital, with occasional cover required at Hinchingbrooke Hospital.
This fast-paced position offers you the opportunity for career progression. We will provide you with a comprehensive training program enabling you to perform your duties at a high standard.
We are committed to ensure your personal and professional wellbeing by offering a series of benefits including flexible working options and career development courses.
Main duties of the job
As a senior medical secretary, you will manage the specialty administration workload, ensuring appropriate delegation of tasks to members of the specialty team and re-prioritisation when required. Your key stakeholders will be the patients and their relatives, consultants and members of the multidisciplinary teams, support and data services.
One of your main responsibilities will be coordinating the patient pathways ensuring that they are validated and accurate by assessing the recorded information received from consultants/teams, operational areas and departments, pre-assessment centres, wards, and other departments.
As part of your patient pathway coordinating duties, you will attend a Patient Tracker List meeting which discusses patients over 30 weeks on the Referral To Treatment, and a Rota meeting which discusses consultant clinics cancellations.
You will be the point of contact for enquiries ensuring that confidentiality is always maintained.
You will be responsible for line managing your team ensuring the training and support is provided and each team member is equipped with the right information and skills for an optimum performance. In addition, you will monitor and manage sickness absence ensuring the adequate cover during absence.
About us
We are committed to ensure a work-life balance to all our staff by offering full time and part time roles, flexible working hours on a shift pattern to fit around your family life.
We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates form our local communities.
Benefits to you
27 days annual leave for new starters, rising to 29 days after five years of service and 33 days after 10 years of service, plus 8 Bank Holidays (pro-rata for part time staff);
NHS Pension Scheme:
Flexible working opportunities;
Increased hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
Career development and training;
Wellbeing support and activities;
In-house physiotherapy Service;
On-site canteens with subsidised meals;
Subsidised staff parking (currently free).
Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough
Job description
Job responsibilities
Please see attached Job Description and Person Specification for full details.
All contact details are attached please either email or contact via Teams for any further information or to arrange a chat regarding the position
Job description
Job responsibilities
Please see attached Job Description and Person Specification for full details.
All contact details are attached please either email or contact via Teams for any further information or to arrange a chat regarding the position
Person Specification
Education
Essential
- Qualified to Level 2 GCSE or equivalent to include Maths and English
Desirable
- Audio Typing qualification or equivalent
- NVQ / BTEC Level 2 in Business Administration
- RSA II or equivalent typing / word processing qualification
Experience
Essential
- Previous experience as a medical secretary, or experience of medical terminology
- Evidenced supervisory experience within a medical secretarial team or equivalent
- Experience of working with general public and/or NHS Professionals
- Experience of using MS Office, Word, Excel, and Outlook
Desirable
- Recent proven experience of 18-week validation
- Experience of working in the NHS and understanding national targets
- Recent experience of Trust IT systems incl Careflow, ICE, eTrack, EPRO, ICRIS
Key Skills / Knowldge
Essential
- Evidence of leadership skills and team working
- Demonstrate significant experience and evidenced understanding of customer care relevant to the post
- Can demonstrate excellent standards of written and verbal communication, with daily interaction with colleagues at all levels
- Evidence excellent competence in using MS Word, MS Outlook, and MS Excel
- Ability to prioritise workload and work to deadlines
Desirable
- Knowledge/understanding of the Data Protection Act
- Understanding of the 18-week RTT
- Ability to teach and support colleagues in acquiring additional knowledge and skills
- Ability to facilitate change within the work area
Person Specification
Education
Essential
- Qualified to Level 2 GCSE or equivalent to include Maths and English
Desirable
- Audio Typing qualification or equivalent
- NVQ / BTEC Level 2 in Business Administration
- RSA II or equivalent typing / word processing qualification
Experience
Essential
- Previous experience as a medical secretary, or experience of medical terminology
- Evidenced supervisory experience within a medical secretarial team or equivalent
- Experience of working with general public and/or NHS Professionals
- Experience of using MS Office, Word, Excel, and Outlook
Desirable
- Recent proven experience of 18-week validation
- Experience of working in the NHS and understanding national targets
- Recent experience of Trust IT systems incl Careflow, ICE, eTrack, EPRO, ICRIS
Key Skills / Knowldge
Essential
- Evidence of leadership skills and team working
- Demonstrate significant experience and evidenced understanding of customer care relevant to the post
- Can demonstrate excellent standards of written and verbal communication, with daily interaction with colleagues at all levels
- Evidence excellent competence in using MS Word, MS Outlook, and MS Excel
- Ability to prioritise workload and work to deadlines
Desirable
- Knowledge/understanding of the Data Protection Act
- Understanding of the 18-week RTT
- Ability to teach and support colleagues in acquiring additional knowledge and skills
- Ability to facilitate change within the work area
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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).
