Job summary
Plastic Surgery Medical Secretary
An exciting opportunity has arisen for a Medical Secretary to join the Plastic Surgery team, based on level 5 at Derriford Hospital.
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 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 communication/interpersonal and IT skills.
Working hours:
Full time, permanent, 37.5 hours Monday - Friday 08.30 - 16.30.
For more information or to discuss this role Carrie Stenson, Clinical Admin Manager on 01752 439278 (carrie.stenson@nhs.net) or Rosie Palmer, Med Sec Team Leader 01752 431516 (rosiepalmer@nhs.net)
Main duties of the job
***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.***
Your main responsibilities will be:
- 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
1. Following the introduction of voice recognition technology to take responsibility for clinic admin preparation and distribution in a timely and effective manner.
2. Responsible for the full secretarial and administrative service to the consultant(s) and their medical team (as appropriate).
3. Prioritise own workload including the typing of clinics, discharge summaries and medical reports.
4. Ensure accurate messages are taken for consultant(s) team and delivered in a timely manner.
5. Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records as required.
6. Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
7. 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.
8. 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.
9. Collate results with patient case notes, ensuring that they are seen and actioned promptly by the relevant clinician.
10. Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
For further details please see the attached JD & PS
Job description
Job responsibilities
1. Following the introduction of voice recognition technology to take responsibility for clinic admin preparation and distribution in a timely and effective manner.
2. Responsible for the full secretarial and administrative service to the consultant(s) and their medical team (as appropriate).
3. Prioritise own workload including the typing of clinics, discharge summaries and medical reports.
4. Ensure accurate messages are taken for consultant(s) team and delivered in a timely manner.
5. Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records as required.
6. Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
7. 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.
8. 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.
9. Collate results with patient case notes, ensuring that they are seen and actioned promptly by the relevant clinician.
10. Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
For further details please see the attached JD & PS
Person Specification
Knowledge & Experience
Essential
- oPrevious demonstrable secretarial experience.
- oPrevious demonstrable experience in the use of Microsoft software packages i.e. word/excel/outlook.
- oDemonstrable experience of hospital software e.g. IPM.
Desirable
- oDemonstrate proven knowledge of Primary Target Lists and waiting list management.
- oPrevious demonstrable experience within a large clinical setting
Qualifications
Essential
- oEducated to GCSE or equivalent standard.
- oGCSE English Language or equivalent standard.
- oTyping to OCR 2 standard or equivalent.
- oRecognised secretary qualification/experience and/or equivalent.
Desirable
- oTyping to OCR 3 or above or equivalent.
Aptitude & Abilities
Essential
- oAbility to accurately touch type.
- oAbility to proof read documents quickly and accurately.
- oExcellent communication and interpersonal skills.
Desirable
- oUnderstanding the Trust's waiting list policy within the work place.
Person Specification
Knowledge & Experience
Essential
- oPrevious demonstrable secretarial experience.
- oPrevious demonstrable experience in the use of Microsoft software packages i.e. word/excel/outlook.
- oDemonstrable experience of hospital software e.g. IPM.
Desirable
- oDemonstrate proven knowledge of Primary Target Lists and waiting list management.
- oPrevious demonstrable experience within a large clinical setting
Qualifications
Essential
- oEducated to GCSE or equivalent standard.
- oGCSE English Language or equivalent standard.
- oTyping to OCR 2 standard or equivalent.
- oRecognised secretary qualification/experience and/or equivalent.
Desirable
- oTyping to OCR 3 or above or equivalent.
Aptitude & Abilities
Essential
- oAbility to accurately touch type.
- oAbility to proof read documents quickly and accurately.
- oExcellent communication and interpersonal skills.
Desirable
- oUnderstanding 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).
