Support Medical Secretary

Sheffield Teaching Hospitals NHS Foundation Trust

Information:

This job is now closed

Job summary

The Medicine and Pharmacy Services Care Group are looking for a highly motivated individual to join the Diabetes and Endocrinology Directorate at the Royal Hallamshire Hospital. This is an exciting opportunity to support the clinical administration of the service, which has busy inpatient and outpatient service across two sites. This role will support the department, ensuring patient pathways are recorded accurately and patients receive a first class service.

Main duties of the job

To support the medical secretary team in providing a high standard of secretarial and clerical support for the medical staff and their teams. Provide cover for medical secretary colleagues during times of leave, thereby ensuring the provision of a 5 day service. Actively contribute to the smooth running of the Department.

About us

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

Date posted

05 May 2021

Pay scheme

Agenda for change

Band

Band 3

Salary

£19,737 to £21,142 a year

Contract

Permanent

Working pattern

Full-time

Reference number

190-1891-DIR

Job locations

Royal Hallamshire Hospital

Sheffield

S10 2JF


Job description

Job responsibilities

  • Provide a support service to the Consultants, Nursing Team and Multi-disciplinary team by undertaking a wide range of secretarial duties.
  • To maintain the highest standard of confidentiality in line with the Trust code of practice for safe guarding medical information and comply with Data Protection Act, Access to health records Act and related Acts, Health and Safety procedures and Confidentiality.
  • Provide an accurate, high quality and complete secretarial service, filing, audio typing (digital dictation), manuscript or verbal dictation to meet Trust standards.
  • Answer telephone enquiries, taking messages as appropriate and dealing personally with routine enquiries.
  • To provide absence cover for colleagues.
  • Work effectively as a team member working to the service protocols and policies in line with the Trust.
  • To view activity and update records on the Lorenzo and EMIS system and any other identified data bases, in line with hospital policy to meet local and national targets.
  • To file, manage, transfer and request notes and keep tracing records up to date and accurate.
  • To ensure filing, photocopying, faxing, scanning and other administrative tasks are dealt with appropriately
  • To prioritize incoming correspondence prioritize and action accordingly.
  • To ensure skills are updated regularly through appraisal/Personal Development Review and further training in all appropriate areas including IT.

Job description

Job responsibilities

  • Provide a support service to the Consultants, Nursing Team and Multi-disciplinary team by undertaking a wide range of secretarial duties.
  • To maintain the highest standard of confidentiality in line with the Trust code of practice for safe guarding medical information and comply with Data Protection Act, Access to health records Act and related Acts, Health and Safety procedures and Confidentiality.
  • Provide an accurate, high quality and complete secretarial service, filing, audio typing (digital dictation), manuscript or verbal dictation to meet Trust standards.
  • Answer telephone enquiries, taking messages as appropriate and dealing personally with routine enquiries.
  • To provide absence cover for colleagues.
  • Work effectively as a team member working to the service protocols and policies in line with the Trust.
  • To view activity and update records on the Lorenzo and EMIS system and any other identified data bases, in line with hospital policy to meet local and national targets.
  • To file, manage, transfer and request notes and keep tracing records up to date and accurate.
  • To ensure filing, photocopying, faxing, scanning and other administrative tasks are dealt with appropriately
  • To prioritize incoming correspondence prioritize and action accordingly.
  • To ensure skills are updated regularly through appraisal/Personal Development Review and further training in all appropriate areas including IT.

Person Specification

Essential

Essential

  • GCSEs in Maths and English Language Grade C or above or equivalent
  • OCR 2 or equivalent word processing/audio typing skills
  • Previous NHS experience
  • Experience of using Microsoft packages including Word, Excel, Outlook
  • Knowledge and use of databases
  • Medical terminology
  • Ability to communicate with a range of people
  • Ability to proritise own workload
  • Ability to use own initiative
  • Team player
  • Able to work under pressure
  • Conscientious and methodical worker

Desirable

  • Qualification in office practice
  • ECDL
  • Qualification related to a Support Medical Secretary role
  • Experience of a multidisciplinary environment
  • Experience of using digital dictation system
  • Note taking
Person Specification

Essential

Essential

  • GCSEs in Maths and English Language Grade C or above or equivalent
  • OCR 2 or equivalent word processing/audio typing skills
  • Previous NHS experience
  • Experience of using Microsoft packages including Word, Excel, Outlook
  • Knowledge and use of databases
  • Medical terminology
  • Ability to communicate with a range of people
  • Ability to proritise own workload
  • Ability to use own initiative
  • Team player
  • Able to work under pressure
  • Conscientious and methodical worker

Desirable

  • Qualification in office practice
  • ECDL
  • Qualification related to a Support Medical Secretary role
  • Experience of a multidisciplinary environment
  • Experience of using digital dictation system
  • Note taking

Certificate of Sponsorship

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

Certificate of Sponsorship

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

Sheffield Teaching Hospitals NHS Foundation Trust

Address

Royal Hallamshire Hospital

Sheffield

S10 2JF


Employer's website

https://www.sth.nhs.uk (Opens in a new tab)

Employer details

Employer name

Sheffield Teaching Hospitals NHS Foundation Trust

Address

Royal Hallamshire Hospital

Sheffield

S10 2JF


Employer's website

https://www.sth.nhs.uk (Opens in a new tab)

For questions about the job, contact:

Operational Manager

Sara Robinson

sara.robinson6@nhs.net

01142715550

Date posted

05 May 2021

Pay scheme

Agenda for change

Band

Band 3

Salary

£19,737 to £21,142 a year

Contract

Permanent

Working pattern

Full-time

Reference number

190-1891-DIR

Job locations

Royal Hallamshire Hospital

Sheffield

S10 2JF


Supporting documents

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