Job summary
We are looking for an passionate Support Secretary to join our Plastic Surgery team, based at the West Suffolk Hospital in Bury St Edmunds.
The successful candidate will assist in providing general administrative support to the Plastic Surgery department ensuring the provision of an efficient and reliable service.
You must have excellent interpersonal and communication skills, and the ability to work both autonomously and as an effective team member.
We can offer the successful candidate(s):
- Flexible working pattern
- An exciting opportunity to join a friendly team environment.
- Induction program and on-the-job training
- Ongoing professional development including regular appraisal.
- Access to a range of employee benefits including staff discounts and salary sacrifice schemes.
- Opportunity to join the NHS Pension Scheme
Main duties of the job
The successful candidate will work closely with the Plastic Surgery department and dressing clinic, providing general administrative support, monitoring department pools, requests from GP surgeries for Advice & Guidance. Dealing with telephone calls and emails from patients and other healthcare professionals, typing letters from dictation and other administrative responsibilities.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Please see job description for full details.
- To cover phone calls, responding to enquires and taking messages and directing to consultant and/or consultants PA, and receive post and distribute appropriately within the department.
- To transcribe from dictation, verbal, written text or digital dictation, all correspondence.
- To perform administrative duties as direct by Surgical Secretaries Manager and Service Manager
- Book patients follow up appointments according to outcome following MDT discussion, post-operative requests and at consultant direction.
- To attend meetings and the booking of meeting rooms as necessary.
- To take part in the induction/training of new members of staff as required.
- To provide administrative support across the surgical division if required and at direction of Surgical Secretaries Manager or Service Manager.
Job description
Job responsibilities
Please see job description for full details.
- To cover phone calls, responding to enquires and taking messages and directing to consultant and/or consultants PA, and receive post and distribute appropriately within the department.
- To transcribe from dictation, verbal, written text or digital dictation, all correspondence.
- To perform administrative duties as direct by Surgical Secretaries Manager and Service Manager
- Book patients follow up appointments according to outcome following MDT discussion, post-operative requests and at consultant direction.
- To attend meetings and the booking of meeting rooms as necessary.
- To take part in the induction/training of new members of staff as required.
- To provide administrative support across the surgical division if required and at direction of Surgical Secretaries Manager or Service Manager.
Person Specification
Education and qualifications
Essential
- RSA II Typing, Word or Equivalent
- Proven Computer literacy
- Maths and English qualification
Desirable
- Amspar certificate or diploma
Experience and knowledge
Essential
- Audio Typist
- Customer care experience
Desirable
- Previous NHS or related environment
- Medical Terminology
- Previous experience as Secretary
Skills and abilities
Essential
- Audio Typing
- Touch Typing
- Microsoft Office
- Excel
- Accurate Key Board Skills
- Able to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
Desirable
- Knowledge of the Hospital Administration System
- Understanding of Databases
Personal qualities
Essential
- Clear and precise communication skills. verbally and in written format.
- Good telephone manner.
- Able to work under pressure.
- Able to meet deadlines.
- Good interpersonal skills.
- Good organisational skills.
- Friendly and helpful manner.
- Caring attitude.
- Attention to detail.
- Ability to work on own initiative or part of a team.
- Flexible approach to working hours and duties.
- Able to demonstrate an understanding of issues relating to confidentiality.
- Proven record of good timekeeping
Person Specification
Education and qualifications
Essential
- RSA II Typing, Word or Equivalent
- Proven Computer literacy
- Maths and English qualification
Desirable
- Amspar certificate or diploma
Experience and knowledge
Essential
- Audio Typist
- Customer care experience
Desirable
- Previous NHS or related environment
- Medical Terminology
- Previous experience as Secretary
Skills and abilities
Essential
- Audio Typing
- Touch Typing
- Microsoft Office
- Excel
- Accurate Key Board Skills
- Able to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
Desirable
- Knowledge of the Hospital Administration System
- Understanding of Databases
Personal qualities
Essential
- Clear and precise communication skills. verbally and in written format.
- Good telephone manner.
- Able to work under pressure.
- Able to meet deadlines.
- Good interpersonal skills.
- Good organisational skills.
- Friendly and helpful manner.
- Caring attitude.
- Attention to detail.
- Ability to work on own initiative or part of a team.
- Flexible approach to working hours and duties.
- Able to demonstrate an understanding of issues relating to confidentiality.
- Proven record of good timekeeping
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
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).
