Support Medical Secretary - REI
University Hospitals Plymouth NHS Trust
The closing date is 17 October 2024
Job summary
- Provide secretarial and clerical support to the consultant and medical staff as required.
- Monitor and inform medical secretaries of stationary needs.
- Take appropriate action with regards to telephone calls from patients, GP's and other agencies using initiative, some of which require analysis, and guidance from the medical secretaries, where needed.
- To trace notes (within the Trust and outside Trusts) efficiently or to trace them back to Bush Park in the appropriate manner.
- To arrange for copies of clinic letters to be forwarded to Surgeries or departments in an orderly and efficient manner.
- Frequent requirement for concentration where the work pattern is not predictable i.e. when transcribing dictation and rearranging body of text, punctuation and grammar, especially with strongly accented dictation and to understand the context in order to do this.
- Maintain an efficient filing system for easy retrieval of documents.
***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
- Required to cover the medical secretaries during annual leave/sickness and adapt to their work place and individual differential layouts.
- To undertake typing in a timely manner.
- To maintain confidentiality at all times and adhere to other Trust policies and procedures and implement any changes to the daily routine.
- Proactively support and enhance the continual quality initiative ensuring a "quality first" approach to all aspects of work.
- To provide non-clinical advice to patients and relatives regarding admission and appointment details.
- Prioritise own workload meeting requirements of medical secretaries including typing clinics, nurses work and x-rays.
- Liaise; report, document and present data collected using appropriate computer software to achieve effective results.
- Sorting and dealing with all correspondence i.e. internal/external post including faxes. Emails and results and filing system.
- To provide support in respect of the medical secretaries and clinical team.
- To assist in the training/mentoring of new support secretaries.
- Regular exposure to distressing/emotional circumstances i.e. typing letter of distressing nature, dealing with distressed patients over the telephone.
- To maintain on orderly office, this can readily be taken over by colleagues/locum where necessary.
- To assist in monitoring shared mailboxes.
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
- Required to cover the medical secretaries during annual leave/sickness and adapt to their work place and individual differential layouts.
- To undertake typing in a timely manner.
- To maintain confidentiality at all times and adhere to other Trust policies and procedures and implement any changes to the daily routine.
- Proactively support and enhance the continual quality initiative ensuring a quality first approach to all aspects of work.
- To provide non-clinical advice to patients and relatives regarding admission and appointment details.
- Prioritise own workload meeting requirements of medical secretaries including typing clinics, nurses work and x-rays.
- Liaise; report, document and present data collected using appropriate computer software to achieve effective results.
- Sorting and dealing with all correspondence i.e. internal/external post including faxes. Emails and results and filing system.
- To provide support in respect of the medical secretaries and clinical team.
- To assist in the training/mentoring of new support secretaries.
- Regular exposure to distressing/emotional circumstances i.e. typing letter of distressing nature, dealing with distressed patients over the telephone.
- To maintain on orderly office, this can readily be taken over by colleagues/locum where necessary.
- To assist in monitoring shared mailboxes.
- To outcome the virtual glaucoma reporting.
Job description
Job responsibilities
- Required to cover the medical secretaries during annual leave/sickness and adapt to their work place and individual differential layouts.
- To undertake typing in a timely manner.
- To maintain confidentiality at all times and adhere to other Trust policies and procedures and implement any changes to the daily routine.
- Proactively support and enhance the continual quality initiative ensuring a quality first approach to all aspects of work.
- To provide non-clinical advice to patients and relatives regarding admission and appointment details.
- Prioritise own workload meeting requirements of medical secretaries including typing clinics, nurses work and x-rays.
- Liaise; report, document and present data collected using appropriate computer software to achieve effective results.
- Sorting and dealing with all correspondence i.e. internal/external post including faxes. Emails and results and filing system.
- To provide support in respect of the medical secretaries and clinical team.
- To assist in the training/mentoring of new support secretaries.
- Regular exposure to distressing/emotional circumstances i.e. typing letter of distressing nature, dealing with distressed patients over the telephone.
- To maintain on orderly office, this can readily be taken over by colleagues/locum where necessary.
- To assist in monitoring shared mailboxes.
- To outcome the virtual glaucoma reporting.
Person Specification
Knowledge and experience
Essential
- Demonstrates a proven understanding of the importance of confidentiality.
- Demonstrable experience in the use of Microsoft packages i.e Word, Excel, Powerpoint.
- Previous demonstrable clerical/admin experience.
Desirable
- Previous demonstrable experience of working within a large clinical setting.
- Demonstrable experience in a support medical secretary role
- Demonstrable experience in the use of the hospitals iPM (patient management) system
Aptitude and Abilities
Essential
- Excellent communication and interpersonal skills
- Excellent telephone manner
Qualifications
Essential
- Typing to OCR/ RSA 1 (or above) standard or equivalent level of qualification/ equivalent demonstrable experience
- GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
Desirable
- Typing to OCR/RSA 2 (or above) standard or equivalent level of qualification/ equivalent demonstrable experience
- ECDL
Person Specification
Knowledge and experience
Essential
- Demonstrates a proven understanding of the importance of confidentiality.
- Demonstrable experience in the use of Microsoft packages i.e Word, Excel, Powerpoint.
- Previous demonstrable clerical/admin experience.
Desirable
- Previous demonstrable experience of working within a large clinical setting.
- Demonstrable experience in a support medical secretary role
- Demonstrable experience in the use of the hospitals iPM (patient management) system
Aptitude and Abilities
Essential
- Excellent communication and interpersonal skills
- Excellent telephone manner
Qualifications
Essential
- Typing to OCR/ RSA 1 (or above) standard or equivalent level of qualification/ equivalent demonstrable experience
- GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
Desirable
- Typing to OCR/RSA 2 (or above) standard or equivalent level of qualification/ equivalent demonstrable experience
- ECDL
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).
