Job summary
Responsible for providing comprehensive secretarial and administrative support to the senior medical and management teams within the Cluster Group, in an efficient and timely manner. Contribute to the effective delivery of patient care through knowledge of consultant practice and hospital systems.
Provide and deliver a high standard of full secretarial and personal assistant support to the senior medical and management teams, using a varied range of work procedures, many of which are non-routine, requiring a level of theoretical knowledge.
Contribute to a high level of patient care by ensuring that the planning and evaluation of
individual patients needs are possible through effective and efficient administrative resource management.
Working on own initiative to deal with all mail and telephone queries regarding patients, ensuring all relevant information is brought to the attention of the Consultant and medical/management teams and taking the appropriate action.
***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 liaise as appropriate with ward staff, bed managers or other relevant parties.
- Work in conjunction with other medical secretaries across the Cluster Group to ensure that workload is managed appropriately.
- Responsible for producing and organising clinical and other information to allow the continued timely support to the senior clinical and management team within the Cluster Group.
- Ensure typing is up to date using Bighand, including printing, filing and sending out relevant correspondence.
- Sorting and dealing with all correspondence i.e. internal/external post including faxes and emails and keeping a satisfactory record and filing system to ensure swift retrieval of information i.e. requesting case notes and to provide consultants with up to date background information, such as outstanding investigations/appointments using the iPM system in order that he/she can respond accordingly.
- Provide personal assistant support to consultants in respect of work relating to teaching, research, NHS medical reports, police statements, coroner reports, charities and publications.
- Provide a range of personal assistant support to the senior clinical team to ensure that their daily and future workload is organised as effectively as possible.
- Ensure effective communication with all members of the multi-disciplinary team and outside agencies.
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
- Take appropriate action with regard to telephone calls from patients, GPs and other agencies using initiative, tact and diplomacy and to make judgements involving facts or situations, some of which require analysis.
- Arrange referrals and appointments for clinics/admissions in an efficient and timely manner.
- To provide non-clinical advice to patients and relatives regarding admission and appointment details including the enclosure of relevant leaflets and arrangements.
- To liaise as appropriate with ward staff, bed managers or other relevant parties.
- Work in conjunction with other medical secretaries across the Cluster Group to ensure that workload is managed appropriately.
- Responsible for producing and organising clinical and other information to allow the continued timely support to the senior clinical and management team within the Cluster Group.
- Ensure typing is up to date using Bighand, including printing, filing and sending out relevant correspondence.
- Maintain an up to date diary for the consultant/team, liaising with external and internal contacts and organisations as necessary. Ensuring that the organisation of consultant workload is managed.
- Sorting and dealing with all correspondence i.e. internal/external post including faxes and emails and keeping a satisfactory record and filing system to ensure swift retrieval of information i.e. requesting case notes and to provide consultants with up to date background information, such as outstanding investigations/appointments using the iPM system in order that he/she can respond accordingly.
- Provide personal assistant support to consultants in respect of work relating to teaching, research, NHS medical reports, police statements, coroner reports, charities and publications.
- Provide a range of personal assistant support to the senior clinical team to ensure that their daily and future workload is organised as effectively as possible.
- Ensure effective communication with all members of the multi-disciplinary team and outside agencies.
- To be responsible for identifying the needs for stationery and other office equipment to ensure a continuous flow of necessary tools and to relay the information to the appropriate personnel.
- To provide support in respect of consultants clinical audit responsibilities
- Responsible for the supervision and training of junior, newly appointed, temporary, locum, agency and other medical secretaries and supporting them during their assimilation.
- Ensuring that members of the consultant team are informed of the working arrangements of the office.
- Required to cover for other medical secretaries in the Cluster Group during annual leave/sickness or peak workloads.
- Responsible for tracking consultants and medical teams annual and study leave, to ensure appropriate personnel are able to plan inpatient or outpatient care and instruct absences to relevant parties.
- To maintain confidentiality at all times and adhere to other Trust policies and procedures and to implement policies for own department
- Proactively support and enhance the continual quality initiative ensuring a quality first approach to all aspects of work.
- Frequent requirement for concentration where the work pattern is not predictable.
- Provide support to the senior medical teams and use of the digital dictation system.
- Potential exposure to distressing and/or difficult situations with patients who may be in a highly emotional state, using tact and emotional intelligence to deal with such scenarios.
- To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant and/or medical team. To ensure that all are appropriately traced at all times and returned to Health records in a timely manner. To arrange for copies of scans to forward to other Trusts and hospitals.
- To organise and facilitate meetings putting together the agenda and organising travel and catering.
- The taking of minutes, disseminating results and ensuring resulting actions are taken.
- Attend and take actions at regular meetings within the Cluster Group.
- Responsible for the daily checking of x-ray, CTs and MRI results including blood and microbiology results via EDIS and Ipm.
- Implement Trust and departmental policies and procedures and initiate any changes within daily routine.
- To maintain an orderly office in conjunction with Trust local records policy.
- To provide personal assistant and secretarial support to the managerial team within the Cluster when necessary.
For further details please see the attached JD & PS.
Job description
Job responsibilities
- Take appropriate action with regard to telephone calls from patients, GPs and other agencies using initiative, tact and diplomacy and to make judgements involving facts or situations, some of which require analysis.
- Arrange referrals and appointments for clinics/admissions in an efficient and timely manner.
- To provide non-clinical advice to patients and relatives regarding admission and appointment details including the enclosure of relevant leaflets and arrangements.
- To liaise as appropriate with ward staff, bed managers or other relevant parties.
- Work in conjunction with other medical secretaries across the Cluster Group to ensure that workload is managed appropriately.
- Responsible for producing and organising clinical and other information to allow the continued timely support to the senior clinical and management team within the Cluster Group.
- Ensure typing is up to date using Bighand, including printing, filing and sending out relevant correspondence.
- Maintain an up to date diary for the consultant/team, liaising with external and internal contacts and organisations as necessary. Ensuring that the organisation of consultant workload is managed.
- Sorting and dealing with all correspondence i.e. internal/external post including faxes and emails and keeping a satisfactory record and filing system to ensure swift retrieval of information i.e. requesting case notes and to provide consultants with up to date background information, such as outstanding investigations/appointments using the iPM system in order that he/she can respond accordingly.
- Provide personal assistant support to consultants in respect of work relating to teaching, research, NHS medical reports, police statements, coroner reports, charities and publications.
- Provide a range of personal assistant support to the senior clinical team to ensure that their daily and future workload is organised as effectively as possible.
- Ensure effective communication with all members of the multi-disciplinary team and outside agencies.
- To be responsible for identifying the needs for stationery and other office equipment to ensure a continuous flow of necessary tools and to relay the information to the appropriate personnel.
- To provide support in respect of consultants clinical audit responsibilities
- Responsible for the supervision and training of junior, newly appointed, temporary, locum, agency and other medical secretaries and supporting them during their assimilation.
- Ensuring that members of the consultant team are informed of the working arrangements of the office.
- Required to cover for other medical secretaries in the Cluster Group during annual leave/sickness or peak workloads.
- Responsible for tracking consultants and medical teams annual and study leave, to ensure appropriate personnel are able to plan inpatient or outpatient care and instruct absences to relevant parties.
- To maintain confidentiality at all times and adhere to other Trust policies and procedures and to implement policies for own department
- Proactively support and enhance the continual quality initiative ensuring a quality first approach to all aspects of work.
- Frequent requirement for concentration where the work pattern is not predictable.
- Provide support to the senior medical teams and use of the digital dictation system.
- Potential exposure to distressing and/or difficult situations with patients who may be in a highly emotional state, using tact and emotional intelligence to deal with such scenarios.
- To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant and/or medical team. To ensure that all are appropriately traced at all times and returned to Health records in a timely manner. To arrange for copies of scans to forward to other Trusts and hospitals.
- To organise and facilitate meetings putting together the agenda and organising travel and catering.
- The taking of minutes, disseminating results and ensuring resulting actions are taken.
- Attend and take actions at regular meetings within the Cluster Group.
- Responsible for the daily checking of x-ray, CTs and MRI results including blood and microbiology results via EDIS and Ipm.
- Implement Trust and departmental policies and procedures and initiate any changes within daily routine.
- To maintain an orderly office in conjunction with Trust local records policy.
- To provide personal assistant and secretarial support to the managerial team within the Cluster when necessary.
For further details please see the attached JD & PS.
Person Specification
Knowledge & Experience
Essential
- Demonstrable proven ability as an experienced Medical Secretary
- Proven excellent IT skills, including spreadsheets and databases
Desirable
- Proven knowledge of Patient Management System and Nerve Centre software
- Proven knowledge of other software systems used within the NHS
Qualifications
Essential
- Proven NVQ Level 3 in Business and Administration or equivalent demonstrable experience.
Desirable
Aptitude & Abilities
Essential
- Excellent organisational skills
- Excellent communication both verbally and in writing
Person Specification
Knowledge & Experience
Essential
- Demonstrable proven ability as an experienced Medical Secretary
- Proven excellent IT skills, including spreadsheets and databases
Desirable
- Proven knowledge of Patient Management System and Nerve Centre software
- Proven knowledge of other software systems used within the NHS
Qualifications
Essential
- Proven NVQ Level 3 in Business and Administration or equivalent demonstrable experience.
Desirable
Aptitude & Abilities
Essential
- Excellent organisational skills
- Excellent communication both verbally and in writing
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).
