Medical Secretary & Diabetes Administrator

Job summary

Working Part time: 30 hours per week

The Paediatric Department is looking for a dedicated highly motivated and computer literate individual to join our administrative team at The Countess of Chester Hospital. We would welcome applications from experienced Medical Secretaries and Administrators who are used to working autonomously, have high attention to detail, a strong work ethic , a flexible approach and the ability to problem solve.

The primary objective of the post is to provide support to the Paediatric Diabetes Team and the wider Paediatric Administrative Team at The Countess of Chester Hospital. We would encourage any applicants chosen for interview to come and have an informal tour around the department. Our friendly and hard working team, are looking forward to welcoming you.

Main duties of the job

The list below is to outline the main duties involved; however this is subject to change and will vary within the given role.

• To provide a comprehensive administrative service to the Diabetes team, working with the secretarial team to manage busy workloads and shifting priorities.
• To type clinic letters, referrals and other correspondence using digital dictation, prioritising urgent and Fast Track correspondence while also maintaining awareness of Trust targets for outpatient letters.
• To co-ordinate all aspects of meetings and appointment arrangements as required, including maintaining an Outlook Calendar, confirming staff availability, booking rooms, arranging catering, constructing agendas, taking, typing and distributing minutes.
• To ensure all databases are kept up to date with regular data inputting.
• Show a caring and professional approach towards patients, relatives and carers. This may require acting with resilience to deal with sometimes distressed patients and relatives in a professional and empathetic manner.
• To support Diabetes training events by booking meetings, composing and sending out invitations, book and confirm training events with participants, organise catering, liaise and book medical representatives, assist with the design and production of training materials and agendas etc.
• To provide administrative support at regular diabetes meetings, including taking/typing minutes.

About us

The Countess of Chester Hospital NHS Foundation Trust provides services to West Cheshire and to Welsh patients covered by Betsi Cadwaladr University Health Board. The Trust works collaboratively within the wider Cheshire and Merseyside Health and Care Partnership. Its services are provided from three locations:

• The Countess of Chester Hospital: providing 438 general and acute beds
• Ellesmere Port Hospital: providing 56 beds as a rehabilitation, intermediate and outpatient facility
• Tarporley War Memorial Hospital: a base for community services which serve the local rural population.

The Trust employs over 6258 staff (headcount) which includes temporary bank staff and provides acute emergency and elective services, primary care direct access services and obstetric services to a population of approximately 407,000. This includes 357,000 residents in Chester and West Cheshire which includes Ellesmere Port and Neston as well as the Deeside area of Flintshire which has a population of approximately 50,000.

The Trust is a busy district general hospital and in 2022/2023, there were more than 503,342 patient attendances (inpatient, outpatient and diagnostic) ranging from a simple outpatient appointment to major cancer surgery. This is an increase of nearly 10,000 compared to the previous year when there were 494,387 patient attendances.