Job summary
To provide a comprehensive secretarial support service to consultants, junior medical staff and medical secretaries, ensuring the highest level of confidentiality is maintained at all times.
The post holder will be required to demonstrate a significant level of initiative in organising their workload and in making decisions and taking action in accordance with departmental policy.
Main duties of the job
We are looking for a Team Secretary to work as part of a secretarial team to provide a comprehensive secretarial service to Senior Secretaries, Consultants and their patients. Therefore a flexible and dynamic person is required for this role. This is an ideal opportunity for anyone wanting to further their career within the Trust.
This is a full time role working Monday to Friday 8.30 to 4.30 or 9 am to 5 pm - but part time hours will also be considered.
Principal duties will include word processing of letters in a digital format using Winscribe. Including pulling information from the letters typed, such as making notes of tests, appointments, ensuring appropriate copies are high-lighted, ensuring Senior Secretaries are informed and appropriate systems are updated. This will entail using the various patient IT systems as well as Microsoft office.
Working towards the Trust target to achieve 7 day turnaround for clinical letters.
Covering for your colleagues in their absence and ensuring all queries are dealt with appropriately and nothing is missed.
We require a highly motivated person with proven ability to prioritise multiple tasks. You should possess a minimum of OCR 3 (or equivalent) word processing and be a competent audio typist. Knowledge of medical terminology would be an advantage. Good written and verbal communication skills are essential.
About us
The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve quality of care for patients, and solve the health care problems of tomorrow. We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.
We are delighted that we have been rated as "Good" by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.
The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.
Job description
Job responsibilities
To provide high quality audio-typing and word processing facilities with, medical terminology, as required by Medical Staff, ensuring that the work is completed in an efficient and timely manner.
To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to abnormal results.
To ensure all information and messages received from patients, colleagues and Medical Staff are communicated efficiently and correctly. This can be of a sensitive or complex nature.
To act up in the absence of the Senior Team Secretary, ensuring all duties are completed in an effective and efficient manner to ensure an optimum service is maintained at all times.
To provide cross cover for the secretarial team during absences.
Respond positively and promptly to enquiries and problems received from patients, medical staff and other agencies, using initiative to take appropriate action in accordance with departmental policies and procedures.
Be committed to continual self development and training to meet the requirements and further development of the specialty.
Respond in a professional and sensitive manner when dealing with confidential issues to patients, relatives, and other agencies.
To accurately create records and update patient related information onto the computerised Patient Administration System.
Take responsibility for patient notes in the office pertaining to own work.
Assist with the training and induction of any new, or less experienced, secretarial/support staff.
Job description
Job responsibilities
To provide high quality audio-typing and word processing facilities with, medical terminology, as required by Medical Staff, ensuring that the work is completed in an efficient and timely manner.
To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to abnormal results.
To ensure all information and messages received from patients, colleagues and Medical Staff are communicated efficiently and correctly. This can be of a sensitive or complex nature.
To act up in the absence of the Senior Team Secretary, ensuring all duties are completed in an effective and efficient manner to ensure an optimum service is maintained at all times.
To provide cross cover for the secretarial team during absences.
Respond positively and promptly to enquiries and problems received from patients, medical staff and other agencies, using initiative to take appropriate action in accordance with departmental policies and procedures.
Be committed to continual self development and training to meet the requirements and further development of the specialty.
Respond in a professional and sensitive manner when dealing with confidential issues to patients, relatives, and other agencies.
To accurately create records and update patient related information onto the computerised Patient Administration System.
Take responsibility for patient notes in the office pertaining to own work.
Assist with the training and induction of any new, or less experienced, secretarial/support staff.
Person Specification
Qualifications
Essential
- GCSE, O- LEVEL or Current new grading structure -
- Typing or Word Processing Qualifications
Desirable
Experience
Essential
Desirable
Person Specification
Qualifications
Essential
- GCSE, O- LEVEL or Current new grading structure -
- Typing or Word Processing Qualifications
Desirable
Experience
Essential
Desirable
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
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).
