Job summary
An opportunity has arisen for a motivated Secretary with Medical Secretarial knowledge to join Oral Surgery, Maxillo-Facial and Orthodontic team within our OMFS Administration department.
You will need to provide an efficient and effective administration service to patients and staff, as well as providing a full administration role within the team. This will involve, dealing with Adult & Paediatric patients, liaising with families / patients, minute taking and clinician diary management. Knowledge of NHS 18 week targets is also desirable for this role.
Main duties of the job
To handle all correspondence appropriately, including receiving and responding to telephone calls, e-mails and post in a timely manner and dealing with a range of requests.
Ensure letters are produced using a variety of methods and are linked to relevant encounters.
The Transcription and audio-typing of documents using Hospital Information systems (Epic).
Ensure all follow-up orders have been created from letters when required.
Ensure that all Diagnostic tests are booked as requested.
Ensure necessary tests and scans have been arranged prior to Clinic appointment when required
About us
Our Trust
Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke's Hospital and the Rosie Hospital in Cambridge. With over 11000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people - patients, staff and partners. Recognised as providing 'outstanding' care to our patients and rated 'Good' overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH's values - Together - Safe, Kind, Excellent - are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.
CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people's age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.
Job description
Job responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.
This vacancy will close at midnight on the 10th September 2023.
Interviews are due to be held on the 14th September 2023.
Benefits to you
We offer development opportunities and a wide range of benefits including on-site leisure facilities, shopping concourse, day nurseries and access to a great transport system with easy access to airports and rail travel.
Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases alternative working hours will be considered.
We welcome applications from the Armed Forces.
Job description
Job responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.
This vacancy will close at midnight on the 10th September 2023.
Interviews are due to be held on the 14th September 2023.
Benefits to you
We offer development opportunities and a wide range of benefits including on-site leisure facilities, shopping concourse, day nurseries and access to a great transport system with easy access to airports and rail travel.
Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases alternative working hours will be considered.
We welcome applications from the Armed Forces.
Person Specification
Qualifications
Essential
- Educated to A Level or Level 3 Business Admin/IT qualification or equivalent experience including English GCSE pass at Grade 4 or above Maths GCSE pass at Grade 4 or above.0
- Touch typing certificate or equivalent experience.
Desirable
- IT specialist, health informatics qualification or equivalent.
- Team Leader/Management qualification.
- Medical Terminology Certificate or equivalent.
Experience
Essential
- Experience of administrative work.
- Prioritising, planning and organising own tasks.
- Working within guidelines and developing administrative processes.
- Customer service and dealing with enquiries in difficult situations.
- Data entry and producing reports.
- Experience of IT packages - Microsoft Office.
- Secretarial and/or administrative including diary management, co-ordinating and arranging meetings, minute taking and developing templates.
- Allocate and monitor work of others.
- Audio typing.
Desirable
- Familiarity with Epic computer system.
- Previous experience of working in the NHS/
Knowledge
Essential
- Understanding confidentiality and data protection.
- Understanding of customer services.
- Office procedures.
Desirable
- Knowledge of Trust information systems.
Skills
Essential
- Ability to work as part of a team
- Excellent communication skills including telephone, e-mail and face to face
- Ability to organise and manage own timekeeping to schedule and deadlines
- Ability to adapt to change
- Ability to work under pressure
- Ability to store and safeguard confidential documents, both electronic and hard copy
- Ability to show attention to detail and accuracy
- Accurate and speedy typing and keyboard skills
- Good organisation skills
- Ability to use own initiative and work autonomously
Additional Requirements
Essential
- The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of Together - Safe, Kind, Excellent.
Person Specification
Qualifications
Essential
- Educated to A Level or Level 3 Business Admin/IT qualification or equivalent experience including English GCSE pass at Grade 4 or above Maths GCSE pass at Grade 4 or above.0
- Touch typing certificate or equivalent experience.
Desirable
- IT specialist, health informatics qualification or equivalent.
- Team Leader/Management qualification.
- Medical Terminology Certificate or equivalent.
Experience
Essential
- Experience of administrative work.
- Prioritising, planning and organising own tasks.
- Working within guidelines and developing administrative processes.
- Customer service and dealing with enquiries in difficult situations.
- Data entry and producing reports.
- Experience of IT packages - Microsoft Office.
- Secretarial and/or administrative including diary management, co-ordinating and arranging meetings, minute taking and developing templates.
- Allocate and monitor work of others.
- Audio typing.
Desirable
- Familiarity with Epic computer system.
- Previous experience of working in the NHS/
Knowledge
Essential
- Understanding confidentiality and data protection.
- Understanding of customer services.
- Office procedures.
Desirable
- Knowledge of Trust information systems.
Skills
Essential
- Ability to work as part of a team
- Excellent communication skills including telephone, e-mail and face to face
- Ability to organise and manage own timekeeping to schedule and deadlines
- Ability to adapt to change
- Ability to work under pressure
- Ability to store and safeguard confidential documents, both electronic and hard copy
- Ability to show attention to detail and accuracy
- Accurate and speedy typing and keyboard skills
- Good organisation skills
- Ability to use own initiative and work autonomously
Additional Requirements
Essential
- The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of Together - Safe, Kind, Excellent.
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).
Employer details
Employer name
Cambridge University Hospital NHS Foundation Trust
Address
Addenbrookes Hospital - Division D
Hills Road
Cambridge
CB2 0QQ
Employer's website
https://www.cuh.nhs.uk (Opens in a new tab)