Job summary
We are looking for an experienced Medical Secretary to join our friendly team in Paediatrics in Derriford Hospital
We are seeking a motivated, proactive individual with demonstrable experience working within a dynamic service. The post is a full time position within a team providing support to both Medical and Specialist clinical colleagues.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
To provide a comprehensive medical secretarial service to the paediatric consultant(s) and/or group of medical staff in an efficient and timely manner. This post is part of a professional multi-skilled team working across the Administration Services.
Applicants should have a responsible, professional attitude and be able to demonstrate good communication skills.
A high degree of integrity is required as is the ability to work well in a busy environment and conflicting priorities and able to demonstrate an understanding of the importance of confidentiality together with excellent organisational skills. Previous demonstrable experience within a large clinical setting.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY.
If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100.
We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.
It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
- Responsible for the full secretarial and administrative service to the consultant(s) and his/her medical team (where appropriate).
- Take appropriate action with regard to telephone calls from parents/carers of patients, GPs and other agencies using initiative, within broad guidelines outlined by the consultant(s)/directorate manager.
- Ensure accurate messages are taken for consultant(s) team and delivered in timely manner.
- Prioritise own workload including the typing of clinics, discharge summaries and medical reports and documents using the Big Hand system
- Provide administrative support for Child Protection related cases, including the typing of medical reports.
- Regular exposure to distressing/emotional circumstances (eg typing correspondence and reading reports etc).
- Maintain an up-to-date diary for the consultant(s)/team, liaising with external and internal contacts and organisations as necessary.
- Sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information.
- Provide administrative support to consultant(s) in respect of work relating to Royal Colleges, Divisional lead responsibilities, teaching, research, NHS medical reports, charities and publications, including organising meetings, agendas and minutes.
- Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results.
- Ensure effective communication with all members of a multi-disciplinary team.
- Notify relevant staff to ensure that consultant(s) and team leave is taken into consideration in the planning of in-patient and/or out-patient care and instruct absences to relevant parties.
- Provide support in respect of consultants clinical audit responsibilities.
- Assist line manager in the training of support medical secretaries as appropriate.
- Assist line manager with training of other admin and clerical staff as appropriate.
- Ensure comprehensive working knowledge of iPMS and E notes system, as commensurate with role.
- Obtain patient test results using hospital systems at consultant(s)/team request.
- Ensure all hospital case notes/thin files are traced into and out of the department accurately on iPMS.
- To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team.
- To arrange for copies of scans to forward to other Trusts and hospitals.
- To arrange patient hospital transport as necessary for investigations and admissions to tertiary centres.
- Co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy (MGN4).
- Ensure GP referral letters are processed and directed to appropriate appointment office in line with Trust Waiting List Policy.
- Required to cover Divisional medical secretary colleagues during times of absence or increased workload as requested by line manager.
- To carry out any other clerical duties as determined by the line manager.
For further details please see attached JD&PS.
Job description
Job responsibilities
- Responsible for the full secretarial and administrative service to the consultant(s) and his/her medical team (where appropriate).
- Take appropriate action with regard to telephone calls from parents/carers of patients, GPs and other agencies using initiative, within broad guidelines outlined by the consultant(s)/directorate manager.
- Ensure accurate messages are taken for consultant(s) team and delivered in timely manner.
- Prioritise own workload including the typing of clinics, discharge summaries and medical reports and documents using the Big Hand system
- Provide administrative support for Child Protection related cases, including the typing of medical reports.
- Regular exposure to distressing/emotional circumstances (eg typing correspondence and reading reports etc).
- Maintain an up-to-date diary for the consultant(s)/team, liaising with external and internal contacts and organisations as necessary.
- Sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information.
- Provide administrative support to consultant(s) in respect of work relating to Royal Colleges, Divisional lead responsibilities, teaching, research, NHS medical reports, charities and publications, including organising meetings, agendas and minutes.
- Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results.
- Ensure effective communication with all members of a multi-disciplinary team.
- Notify relevant staff to ensure that consultant(s) and team leave is taken into consideration in the planning of in-patient and/or out-patient care and instruct absences to relevant parties.
- Provide support in respect of consultants clinical audit responsibilities.
- Assist line manager in the training of support medical secretaries as appropriate.
- Assist line manager with training of other admin and clerical staff as appropriate.
- Ensure comprehensive working knowledge of iPMS and E notes system, as commensurate with role.
- Obtain patient test results using hospital systems at consultant(s)/team request.
- Ensure all hospital case notes/thin files are traced into and out of the department accurately on iPMS.
- To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team.
- To arrange for copies of scans to forward to other Trusts and hospitals.
- To arrange patient hospital transport as necessary for investigations and admissions to tertiary centres.
- Co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy (MGN4).
- Ensure GP referral letters are processed and directed to appropriate appointment office in line with Trust Waiting List Policy.
- Required to cover Divisional medical secretary colleagues during times of absence or increased workload as requested by line manager.
- To carry out any other clerical duties as determined by the line manager.
For further details please see attached JD&PS.
Person Specification
Knowledge & Experience
Essential
- oPrevious demonstrable experience within a similar role
- oPrevious demonstrable experience in the use of word processors/data base/spreadsheet packages.
Desirable
- oPrevious demonstrable experience of working within a large clinical setting
- oProven knowledge of Patient Management System
Qualifications
Essential
- oNVQ Level 3 in Business and Administration or relevant subject
- oOCR level II or equivalent
Desirable
- oOCR level III (or above) standard or equivalent
- oSupervisory qualification in supervision skills
Aptitude & Abilities
Essential
- Ability to accurately touch type
- Excellent communication and interpersonal skills
Desirable
- Understanding the Trust's waiting list policy within the workplace
Person Specification
Knowledge & Experience
Essential
- oPrevious demonstrable experience within a similar role
- oPrevious demonstrable experience in the use of word processors/data base/spreadsheet packages.
Desirable
- oPrevious demonstrable experience of working within a large clinical setting
- oProven knowledge of Patient Management System
Qualifications
Essential
- oNVQ Level 3 in Business and Administration or relevant subject
- oOCR level II or equivalent
Desirable
- oOCR level III (or above) standard or equivalent
- oSupervisory qualification in supervision skills
Aptitude & Abilities
Essential
- Ability to accurately touch type
- Excellent communication and interpersonal skills
Desirable
- Understanding the Trust's waiting list policy within the workplace
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).
