Support Secretary

University Hospitals Plymouth NHS Trust

The closing date is 14 May 2025

Apply for this job

Job summary

We are seeking an enthusiastic Support Secretary to provide comprehensive support to the Medical Secretaries based within the Oncology Department at Derriford Hospital.

The successful candidate will display excellent communication skills , be able to work well within a team and have the ability to work well within a busy environment. They must be able to prioritise their work efficiently in order to maintain an effective service to the team.

***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 assist in the provision of administrative support to the Oncology Department. Including Booking of appointments, filing, audio typing and other administrative/secretarial functions.

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.

Date posted

30 April 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,169 a year £24,169 Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-AM-M7062728

Job locations

Derriford Hospital

Plymouth

PL6 8DH


Job description

Job responsibilities

  • To provide audio / copy typing support to the medical secretaries as required

    1. To cover for medical secretaries and other staff during periods of annual leave and / or sickness.
    2. Support administration of waiting lists in conjunction with Trust Waiting List Policy. This will include printing and sending appointment invitation letters as instructed by the medical secretaries
    3. Sort and file confidential patient reports, results, charts and correspondence in hospital casenotes, in accordance with designated procedures.
    4. To answer the telephone and deal with enquiries from a number of sources e.g. patients, GPs, other medical staff or route the call appropriately.
    5. Locate, trace and dispatch casenotes and x-rays to other wards and departments using the iPM system.
    6. 7. Support the prepping of haematology clinics in line with Trust Administrative Procedure Note

For further details please see attached JD&PS.

Job description

Job responsibilities

  • To provide audio / copy typing support to the medical secretaries as required

    1. To cover for medical secretaries and other staff during periods of annual leave and / or sickness.
    2. Support administration of waiting lists in conjunction with Trust Waiting List Policy. This will include printing and sending appointment invitation letters as instructed by the medical secretaries
    3. Sort and file confidential patient reports, results, charts and correspondence in hospital casenotes, in accordance with designated procedures.
    4. To answer the telephone and deal with enquiries from a number of sources e.g. patients, GPs, other medical staff or route the call appropriately.
    5. Locate, trace and dispatch casenotes and x-rays to other wards and departments using the iPM system.
    6. 7. Support the prepping of haematology clinics in line with Trust Administrative Procedure Note

For further details please see attached JD&PS.

Person Specification

Knowledge & Experience

Essential

  • Good written and verbal communication skills
  • Demonstrable experience in a similar role

Desirable

  • Previous demonstrable experience in a large clinical setting

Qualifications

Essential

  • GCSE's 9-4 (A-C) in Maths & English or equivalent demonstrable experience

Aptitude & Abilities

Essential

  • Good communication and interpersonal skills
  • Understanding of appointment systems

Desirable

  • Ability to work across multiple teams
Person Specification

Knowledge & Experience

Essential

  • Good written and verbal communication skills
  • Demonstrable experience in a similar role

Desirable

  • Previous demonstrable experience in a large clinical setting

Qualifications

Essential

  • GCSE's 9-4 (A-C) in Maths & English or equivalent demonstrable experience

Aptitude & Abilities

Essential

  • Good communication and interpersonal skills
  • Understanding of appointment systems

Desirable

  • Ability to work across multiple teams

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Derriford Hospital

Plymouth

PL6 8DH


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Derriford Hospital

Plymouth

PL6 8DH


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

For questions about the job, contact:

Clinical Administration Manager

Jean Dawes

jeandawes@nhs.net

01752437203

Date posted

30 April 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,169 a year £24,169 Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-AM-M7062728

Job locations

Derriford Hospital

Plymouth

PL6 8DH


Supporting documents

Privacy notice

University Hospitals Plymouth NHS Trust's privacy notice (opens in a new tab)