Job summary
An exciting opportunity has arisen within the Dermatology Directorate for a full time, self-motivated Band 2 Support Secretary to join the clerical and nursing teams based at Rowan House. The post is 37.5 hours a week working Monday to Friday.
The successful candidate will be responsible for providing comprehensive administrative and secretarial support to the Medical Secretaries and the Reception Team. The post will provide a wealth of opportunities to expand and develop.
The role is demanding and interesting and will require someone who is flexible and able to work well within a busy environment, has attention to detail and the skills to manage a variety of tasks to meet deadlines within the service. The ideal candidate must have a flexible 'can do' attitude and the ability to use their own initiative with excellent communication/interpersonal and IT skills.
We are looking for an enthusiastic, capable and motivated individual to join our team. The post-holder will be working closely with clinical and administrative colleagues to ensure tasks are completed to a high standard and to ensure the smooth running of the service.
***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
Under the guidance of the Clinical Admin Manager, Team Leader and Medical Secretaries provide an efficient and timely secretarial and administrative service to support the Medical Secretarial and Reception teams in Dermatology.
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
- Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive.
- Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.
- Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.
- Attend statutory, essential and mandatory training.
- Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the UK Data Protection Act 2018/UK General Data Protection Regulation (UK GDPR) or Data Protection legislation which encompasses both laws.
- Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.
- Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.
- Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk.
- Ensure the welfare and safety of children within their care. This includes staff who come into contact with children and families in the course of their work as well as those staff who have a specific role with children and families not required for this post.
- Ensure they attend Child Protection training at the appropriate level within the specified time frame.
- Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures.
- Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.
- Under the guidance of the Clinical Admin Manager, Team Leader and Medical Secretaries provide secretarial and clerical support to the Consultants and Medical staff as required.
- Prioritise own workload including the typing of clinics.
- Assist with tracing patients notes using the IPM.
- Sort and deal with all correspondence, keeping a satisfactory record and filing system.
- Open post, date stamp in and distribution.
- Collate results with patient casenotes, ensuring that they are seen and actioned promptly by the relevant clinician.
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
- Ensure outpatient referrals are managed in accordance with the Trusts Waiting List Policy.
- Required to cover for other colleagues during annual leave/sickness or peak workloads.
Job description
Job responsibilities
- Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive.
- Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.
- Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.
- Attend statutory, essential and mandatory training.
- Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the UK Data Protection Act 2018/UK General Data Protection Regulation (UK GDPR) or Data Protection legislation which encompasses both laws.
- Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.
- Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.
- Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk.
- Ensure the welfare and safety of children within their care. This includes staff who come into contact with children and families in the course of their work as well as those staff who have a specific role with children and families not required for this post.
- Ensure they attend Child Protection training at the appropriate level within the specified time frame.
- Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures.
- Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.
- Under the guidance of the Clinical Admin Manager, Team Leader and Medical Secretaries provide secretarial and clerical support to the Consultants and Medical staff as required.
- Prioritise own workload including the typing of clinics.
- Assist with tracing patients notes using the IPM.
- Sort and deal with all correspondence, keeping a satisfactory record and filing system.
- Open post, date stamp in and distribution.
- Collate results with patient casenotes, ensuring that they are seen and actioned promptly by the relevant clinician.
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
- Ensure outpatient referrals are managed in accordance with the Trusts Waiting List Policy.
- Required to cover for other colleagues during annual leave/sickness or peak workloads.
Person Specification
Knowledge & Experience
Essential
- Previous demonstrable experience as a support secretary or administrative role
- Demonstrate ability to use all main software packages
Desirable
- Proven knowledge / demonstrable experience of a large clinical setting
Qualifications
Essential
- 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
- OCR 2 or above, or equivalent
Aptitude & Abilities
Essential
- Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- Ability to work calmly and methodically when in a busy environment with a varied workload
Desirable
- Excellent organisational skills
Person Specification
Knowledge & Experience
Essential
- Previous demonstrable experience as a support secretary or administrative role
- Demonstrate ability to use all main software packages
Desirable
- Proven knowledge / demonstrable experience of a large clinical setting
Qualifications
Essential
- 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
- OCR 2 or above, or equivalent
Aptitude & Abilities
Essential
- Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- Ability to work calmly and methodically when in a busy environment with a varied workload
Desirable
- Excellent organisational skills
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).
