Job summary
An exciting opportunity has arisen within the Dermatology Directorate for a Part Time, Fixed Term Maternity Cover of a Band 3 Medical Secretary working 30 hours a week Monday to Friday. The successful candidate will join the nursing and administration teams based at Rowan House.
The role is demanding and interesting and will require someone who is flexible and able to work in a busy environment, has attention to detail and the skill to manage a variety of tasks to meet deadlines within the service.
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 to ensure the smooth running of the service.
The ideal candidate must have a flexible 'can do' attitude and the ability to use own initiative with excellent organisational, secretarial, IT and communication skills.
For further information please contact Jo Wollington, Clinical Admin Manager on 01752 433241 (joannewollington@nhs.net) or Shannon Weeks, Team Leader on 01752 437026 (shannonweeks@nhs.net)
***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
- The key responsibilities of this role are the effective and efficient management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust Policies and procedures.
- Provide secretarial support to one or more Consultants and junior medical staff, assist in the organisation of the Consultant's workload
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
- Following the introduction of voice recognition technology to take responsibility for clinic admin preparation and distribution in a timely and effective manner.
- Responsible for the full secretarial and administrative service to the Consultant(s) and their Medical team (as appropriate).
- Prioritise own workload including the typing of clinics, discharge summaries and medical reports.
- Ensure accurate messages are taken for the Consultant(s) team and delivered in a timely manner.
- Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records as required.
- Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
- Ensure all hospital case notes are traced into and out of the department accurately on IPM. Obtain/forward case notes to/from other Trusts as and when required.
- Be responsible for dealing with all correspondence by keeping a satisfactory record/filing system and ensure all clinic typing is held on the shared drive appropriately named and in the correct folder.
- Collate results with patient case notes, 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.
- Maintain an up to date diary for the Consultants/team. Inform relevant staff of cancelled and reduced theatre and outpatient sessions due to Consultant leave, junior doctors leave, on-call commitments, CME, Audit and Directorate meetings etc.
- Ensure effective communication with all members of the team.
- Provide support in respect of Consultants clinical audit responsibilities.
- 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.
- Ensure that clinic follow up administration is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list as appropriate and internal referrals to other Consultants/departments.
- Ensure timely typing and despatch of outpatient letters to GPs in accordance with Trust policy.
- Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner.
- Ensure that all results, reports and letters are actioned in accordance with Trust Policy and filed accurately in medical notes.
- Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.
- Ensure Choose and Book referrals are processed in line with Trust Policy.
- Be responsible for liaising with the peripheral hospitals, admin and clinical teams to ensure all patients seen by the Consultants are registered on IPMS and treated in a timely manner.
- Supervise the training of support staff.
- The post holder will undertake any other duties commensurate with the role and grade for this post
Job description
Job responsibilities
- Following the introduction of voice recognition technology to take responsibility for clinic admin preparation and distribution in a timely and effective manner.
- Responsible for the full secretarial and administrative service to the Consultant(s) and their Medical team (as appropriate).
- Prioritise own workload including the typing of clinics, discharge summaries and medical reports.
- Ensure accurate messages are taken for the Consultant(s) team and delivered in a timely manner.
- Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records as required.
- Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
- Ensure all hospital case notes are traced into and out of the department accurately on IPM. Obtain/forward case notes to/from other Trusts as and when required.
- Be responsible for dealing with all correspondence by keeping a satisfactory record/filing system and ensure all clinic typing is held on the shared drive appropriately named and in the correct folder.
- Collate results with patient case notes, 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.
- Maintain an up to date diary for the Consultants/team. Inform relevant staff of cancelled and reduced theatre and outpatient sessions due to Consultant leave, junior doctors leave, on-call commitments, CME, Audit and Directorate meetings etc.
- Ensure effective communication with all members of the team.
- Provide support in respect of Consultants clinical audit responsibilities.
- 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.
- Ensure that clinic follow up administration is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list as appropriate and internal referrals to other Consultants/departments.
- Ensure timely typing and despatch of outpatient letters to GPs in accordance with Trust policy.
- Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner.
- Ensure that all results, reports and letters are actioned in accordance with Trust Policy and filed accurately in medical notes.
- Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.
- Ensure Choose and Book referrals are processed in line with Trust Policy.
- Be responsible for liaising with the peripheral hospitals, admin and clinical teams to ensure all patients seen by the Consultants are registered on IPMS and treated in a timely manner.
- Supervise the training of support staff.
- The post holder will undertake any other duties commensurate with the role and grade for this post
Person Specification
Knowledge & Experience
Essential
- Previous demonstrable secretarial or support secretary experience
- Previous demonstrable experience in the use of word processors/data base/spreadsheet packages
- Demonstrable experience of patient management systems
- Demonstrable experience of audio transcription
- Excellent organisational skills
- Proven ability to use initiative
- Ability to handle difficult/distressed patients in a sensitive and empathetic manner
Desirable
- Previous demonstrable experience within a large clinical setting
- Proven knowledge of Primary Target Lists and waiting list management
- Previous demonstrable experience in a support/medical secretary role
- Demonstrable experience in using digital dictation or voice recognition software
Qualifications
Essential
- NVQ level 3 in Business Administration or equivalent demonstrable experience
- Recognised secretary qualification or equivalent demonstrable experience
Aptitude & Abilities
Essential
- Excellent interpersonal and communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- Good time management skills & organisational skills
- Ability to accurately touch type
- Ability to proof read documents quickly and accurately
- Ability to work calmly and methodically whilst working within a busy environment with a varied workload
- Ability of work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines
- Excellent telephone manner
- Ability to handle difficult/distressed patients in a sensitive and empathetic manner
Desirable
- Understanding the Trust's waiting list policy within the work place
Person Specification
Knowledge & Experience
Essential
- Previous demonstrable secretarial or support secretary experience
- Previous demonstrable experience in the use of word processors/data base/spreadsheet packages
- Demonstrable experience of patient management systems
- Demonstrable experience of audio transcription
- Excellent organisational skills
- Proven ability to use initiative
- Ability to handle difficult/distressed patients in a sensitive and empathetic manner
Desirable
- Previous demonstrable experience within a large clinical setting
- Proven knowledge of Primary Target Lists and waiting list management
- Previous demonstrable experience in a support/medical secretary role
- Demonstrable experience in using digital dictation or voice recognition software
Qualifications
Essential
- NVQ level 3 in Business Administration or equivalent demonstrable experience
- Recognised secretary qualification or equivalent demonstrable experience
Aptitude & Abilities
Essential
- Excellent interpersonal and communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- Good time management skills & organisational skills
- Ability to accurately touch type
- Ability to proof read documents quickly and accurately
- Ability to work calmly and methodically whilst working within a busy environment with a varied workload
- Ability of work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines
- Excellent telephone manner
- Ability to handle difficult/distressed patients in a sensitive and empathetic manner
Desirable
- Understanding the Trust's waiting list policy within the work place
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).
