Job summary
This is an exciting opportunity to work within the Obstetrics, Gynaecology and Neonatology (OGN) Team in our Urogynaecology Team
We are looking for an enthusiastic individual to join our team of Medical Secretaries to actively support the provision of an efficient, high quality and comprehensive secretarial and administrative service to a team of consultants to aid their direct clinical care and their wider non-clinical duties.
The successful candidate will have a methodical approach to work, be extremely well organised and have a flexible attitude incorporating the Trust PROUD values. With a clear understanding of patient confidentiality as well as a background in an administrative setting this post would ideally suit an individual wanting to further their experience in a secretarial background. Previous experience would be advantageous. Effective computer skills are essential and experience of using a hospital computer system would also be desirable.
This vacancy is advertised on a fixed term contract basis for a period of 12 months due to maternity leave of the substantive post holder. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and statutory maternity provisions.
Please also note any secondment must first be agreed with your current line manager.
Main duties of the job
To work closely with the medical secretary team to ensure a seamless level of support to all medical and nursing staff within your area of responsibility in line with existing and changing requirements.
To support a team of Obstetrics and Gynaecology Consultants and the department by undertaking a comprehensive secretarial and administrative service.
To be the first point of contact for patients, relatives, carers, GPs, consultants (internal and external), medical staff, community and nursing staff, administrative staff, other health related bodies such as HFEA, Local CCG's, (in accordance with Trust guidelines), using judgement to establish the validity and priority of the contact.
To type patient correspondence and accurately maintain records of patient correspondence.
To maintain an effective investigation tracking system to actively ensure that all outstanding tests are followed up. On receipt of abnormal results, ensure that they are communicated to the relevant person and follow up is arranged.
To ensure that patients are managed through their care pathways quickly and efficiently by chasing results and ensuring that outpatient appointments are booked in a timely manner.
The post holder will ensure workload is managed in a timely and accurate manner, with meticulous attention to detail with escalation of any capacity or target issues.
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.
The Jessop Wing opened in 2001 and is a purpose-built maternity unit where approximately 5,700 babies are born every year.
In addition to a 22-bed labour ward, there are three postnatal wards and one antenatal ward, an admission Triage area, and a High Dependency Unit. One of the postnatal wards specialises in caring for women who have had a caesarean section. In addition, the Jessop Wing Community Midwifery Service attend approximately 200 homebirths per year.The Jessop Wing also provides neonatal intensive care and special care for sick and premature babies born in Sheffield and those transferred from other units who require this expertise.
On the ground floor of the Jessop Wing is the Antenatal Clinic and Gynaecology Outpatient Clinic. The Gynaecology Service also includes two wards on G Floor of the Royal Hallamshire Hospital. The Jessop Wing also has an Assisted Conception Unit for women who require this specialist treatment.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Educationa and Qualifications
Essential
- 5 or more GCSE's including Maths and English) at grade C/4 or above (or equivalent demonstrable experience)
- OCR/RSA Stage III typewriting/word processing qualification or equivalent demonstrable experience
Desirable
- Medical word processing qualification
- NVQ II Administration
- NVQ II Information Technology
- ECDL qualification
Experience
Essential
- Relevant secretarial experience
- Relevant experience of audio typing
- Experience of providing phone based customer service to the public
- Experience of using administrative systems
- Excellent computer skills including standard Microsoft office packages and e-mail
- Experience of working effectively with colleagues from a range of disciplines and levels of seniority
- Experience of exercising initiative and demonstrating innovative approaches within overall delegated responsibility and parameters
- Determination and resilience in meeting objectives and deadlines.
- Experience of maintaining a fast pace of work
- Experience or demonstrable knowledge of line management
Desirable
- Experience Electronic Patient Record System (e.g. Lorenzo)
- Typing and circulating minutes
- Knowledge of medical terminology
- Experience of database and spreadsheet management
- Diary management (electronic and paper versions)
Skills and Knowledge
Essential
- Excellent communication skills both written and verbal
- Excellent organisational skills with a methodical and flexible approach
- Ability to work as part of a multi-disciplinary team
- Evidence of ability to prioritise own and others workloads
- Excellent attention to detail
- Ability to work under limited supervision
- Flexible to meet the needs of the service
- Clear understanding of patient confidentiality
Personal Qualities
Essential
- A willingness to undertake training as required to deliver the duties of the post
- Proactive and self-motivated attitude
Desirable
- Proof of continuous self-development
Person Specification
Educationa and Qualifications
Essential
- 5 or more GCSE's including Maths and English) at grade C/4 or above (or equivalent demonstrable experience)
- OCR/RSA Stage III typewriting/word processing qualification or equivalent demonstrable experience
Desirable
- Medical word processing qualification
- NVQ II Administration
- NVQ II Information Technology
- ECDL qualification
Experience
Essential
- Relevant secretarial experience
- Relevant experience of audio typing
- Experience of providing phone based customer service to the public
- Experience of using administrative systems
- Excellent computer skills including standard Microsoft office packages and e-mail
- Experience of working effectively with colleagues from a range of disciplines and levels of seniority
- Experience of exercising initiative and demonstrating innovative approaches within overall delegated responsibility and parameters
- Determination and resilience in meeting objectives and deadlines.
- Experience of maintaining a fast pace of work
- Experience or demonstrable knowledge of line management
Desirable
- Experience Electronic Patient Record System (e.g. Lorenzo)
- Typing and circulating minutes
- Knowledge of medical terminology
- Experience of database and spreadsheet management
- Diary management (electronic and paper versions)
Skills and Knowledge
Essential
- Excellent communication skills both written and verbal
- Excellent organisational skills with a methodical and flexible approach
- Ability to work as part of a multi-disciplinary team
- Evidence of ability to prioritise own and others workloads
- Excellent attention to detail
- Ability to work under limited supervision
- Flexible to meet the needs of the service
- Clear understanding of patient confidentiality
Personal Qualities
Essential
- A willingness to undertake training as required to deliver the duties of the post
- Proactive and self-motivated attitude
Desirable
- Proof of continuous self-development
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).
