Job summary
To support the Medical Secretaries in providing a high standard of secretarial and clerical support for the medical staff and their team. To provide cover for medical secretaries in their absence ensuring a 5 day service with cover until 5pm on a rota basis and actively contribute to the smooth running of the department.
Main duties of the job
Using MS applications, provide an accurate, high quality and complete secretarial service including word processing, filing, audio typing, photocopying, uploading/downloading of voice files and the composition of letters.
To monitor patient pathways in line with the Trust's 18 week pathway guidance.
To support clinical work for designated clinicians, such as typing of confidential letters and reports.
To ensure filing, photocopying and other administrative tasks are dealt with appropriately.
To prioritise incoming correspondence and draw attention to urgent items.
Filtering telephone calls and redirecting them as necessary, and where necessary taking messages and carrying out follow up action.
Provide cross cover for colleagues.
To maintain patient confidentiality.
To ensure skills are updated regularly through appraisal/Personal Development Review and further training in all appropriate areas including IT.
To be aware of and comply with Trust policies and procedures, guidelines and code of conduct as they apply to the duties of this post.
About us
This vacancy is advertised on a fixed term contract basis for the maximum period of 9 months . Where there is potential, the secondment/fixed term contract may finish early, or in the first instance, the secondment/fixed term contract may be extended due to the internal/external secondment 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 secondments in relation to the substantive post holder.
Please also note any secondment must first be agreed with your current line manager.
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.
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
Qualifications
Essential
- 3 GCSE (or equivalent) including English at grade C/4 or above or equivalent experience.
- NVQ/RSA or OCR at level 3, or, relevant secretarial, admin and clerical experience that would equate to level 3.
Desirable
Experience
Essential
- Experience in a clerical or secretarial role.
- Experience of dealing with people who may be distressed or unable to communicate effectively.
- Experience of working with computers on a day to day basis.
Desirable
- NHS experience
- Secretarial experience of typing clinic letters and clinical administrative letters
- Medical Terminology
- Supervisory experience
Special Skills/Aptitudes
Essential
- Excellent organisational skills
- Ability to work using initiative and without supervision
- Ability to work with discretion and a passion for maintaining patient confidentiality.
- Methodical and accurate with attention to detail.
- Ability to work to agreed quality standards
- Ability to meet deadlines and work within time constraints
- Ability to manage own workload
- Excellent inter-personal and communication skills
- Ability to build and maintain lasting working relationships with colleagues
- Adaptable approach to work
- Commitment to personal training and development
- Interest in developing role and looking for opportunities to improve working practices
- Ability to work with discretion and a passion for maintaining patient confidentiality.
- Ability to demonstration a commitment to the Trusts PROUD values.
- Ability to work as part of a team and independently.
Desirable
- Knowledge of Trust Policies
Further Training
Essential
- Knowledge of Microsoft packages including Outlook
Desirable
- Experience of Lorenzo / Digital Dictation / PinPoint / ICE
- Knowledge of 18-week RTT
- Willingness to undertake training and appraisals as required by specific post
Other Factors
Desirable
- Knowledge of Trust Access Policy
Person Specification
Qualifications
Essential
- 3 GCSE (or equivalent) including English at grade C/4 or above or equivalent experience.
- NVQ/RSA or OCR at level 3, or, relevant secretarial, admin and clerical experience that would equate to level 3.
Desirable
Experience
Essential
- Experience in a clerical or secretarial role.
- Experience of dealing with people who may be distressed or unable to communicate effectively.
- Experience of working with computers on a day to day basis.
Desirable
- NHS experience
- Secretarial experience of typing clinic letters and clinical administrative letters
- Medical Terminology
- Supervisory experience
Special Skills/Aptitudes
Essential
- Excellent organisational skills
- Ability to work using initiative and without supervision
- Ability to work with discretion and a passion for maintaining patient confidentiality.
- Methodical and accurate with attention to detail.
- Ability to work to agreed quality standards
- Ability to meet deadlines and work within time constraints
- Ability to manage own workload
- Excellent inter-personal and communication skills
- Ability to build and maintain lasting working relationships with colleagues
- Adaptable approach to work
- Commitment to personal training and development
- Interest in developing role and looking for opportunities to improve working practices
- Ability to work with discretion and a passion for maintaining patient confidentiality.
- Ability to demonstration a commitment to the Trusts PROUD values.
- Ability to work as part of a team and independently.
Desirable
- Knowledge of Trust Policies
Further Training
Essential
- Knowledge of Microsoft packages including Outlook
Desirable
- Experience of Lorenzo / Digital Dictation / PinPoint / ICE
- Knowledge of 18-week RTT
- Willingness to undertake training and appraisals as required by specific post
Other Factors
Desirable
- Knowledge of Trust Access Policy
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).
