Job summary
Medical Secretary - Band 4 - Permanent - 1x 37.5 hours 1x 18.75 Hours
Are you an experienced Medical Secretary looking for NHS working opportunities and have fantastic typing and secretarial skills? A great multitasker? A good eye for detail?
As a Medical Secretary, you will have the opportunity to work alongside our highly motivated, enthusiastic Medical Secretaries and work as part of our team on a flexible basis. Our Medical Secretaries provide a confidential medical secretary service to the Consultants and other members of the Clinical Team enabling the delivery of an effective, efficient and timely service to children and families.
You will be passionate about our business, creating a culture of continuous improvement, where patient welfare is at the heart of all you do.
If you enjoy communicating with people, are a good team player with excellent oral and written communication skills, and have a willingness to contribute to positive team working, we would love to hear from you!
You will be expected to liaise with staff and colleagues at all levels. You will have proven administrative skills with the ability to prioritise and manage your own workload to tight deadlines. You will need to demonstrate initiative and flexibility in your approach and be able to work to tight deadlines. It is essential that all work is of a consistently high standard and dealt with in a confidential manner.
Main duties of the job
You must have RSA level 2 and AMSPAR or equivalent qualification with relevant experience of working in an office within the NHS or similar environment. Experience of using Lorenzo (or similar PAS system), Microsoft office and using digital dictation systems is desirable.
To work autonomously to provide medical secretarial support to consultants, and the department including organising Consultant workload and managing diaries, dealing with office correspondence, which will include complaints and medical legal documents, the tracking of investigations, general typing and dealing with all enquires.
Ensure that there is clear and concise communication with Support Secretary to manage patient pathways using the IT tools provided. The role and duties must be carried out in line with all national and local targets and achieve all KPI's in line with these.
Responsible for providing an efficient and high quality service to support the Secretarial & Administrative Team in the management of all waiting lists, booking and scheduling and ensuring that targets are met.
Post holder will be required to work as part of a centralised team including other Medical secretaries, Booking & Scheduling Co-ordinators, Secretarial Support Clerks, and Administrative Support Clerks providing cover for colleagues as directed by your manager
About us
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children.Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
- Safety
- Care
- Respect
- Communication
- Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+& Disabled people.
Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.
Job description
Job responsibilities
SECTION 1- MAIN RESPONSIBILITIES:ADMINISTRATIVE / MANAGERIAL
1. To provide an efficient administrative support role to a group of consultants and their teams.2. Respond appropriately and effectively redirect enquiries from patients, hospital staff, GPs and others by telephone and letter. To arrange clinic appointments as required3. Effectively manage the day to day management of the consultants electronic diaries ensuring that all necessary meetings are attended and that all leave is requested in line with Trusts Leave Policy.
In line with the Trust Complaints process ensure that theClinical Teams respond to complaints in a timely manner providing administrative support when required.5. Provide the necessary typing and administrative support to all Consultants to provide statements and other documentation for Coroners requests. Including the typing of letters of a distressing or complicated nature.6. Provide typing and administration support to the clinical teams in relation to Medico legal requirements.7. To work in collaboration with line managers to develop and monitor key performance indicators for the team.8. Communicate effectively and sympathetically with patients, their families and other agencies verbally, by email and in writing using tact and discretion.9. Following the agreed processes and using the IT provisions track patients investigations, provide investigation information to and prompt actions from Consultants10. Provide typing resource for any general typing the Consultants require to be carried out.11. Following agreed generic processes provide close liaison, co-operation and flexible working practices with typists, other medical secretaries, admin support and with other departments.12. To comply with legal and professional regulations relating to medical documentation and information governance.13. Plan and organize own workload without supervision and complete this within set timescales to ensure targets are met.14. Analyse and understand the implications of information you are giving to patients\families and use complex communication strategies to purvey information and manage the response, using personal judgement to solve patients\families problems.15. Use own judgement with regard to contacting other agencies and professionals to seek information.16. Apply excellent administrative skills to develop and implement systems to ensure work is organised efficiently and effectively.17. Respond to non-routine requirements which require autonomous decision making on a daily basis.18. Provide support to visiting Consultants as appropriate including liaison with external organizations to ensure continuity of patient care and pathways.19. Understanding and comply with the Trusts Patient Access Policy, Health Records, Caldicott and Data Protection Act policies.
Job description
Job responsibilities
SECTION 1- MAIN RESPONSIBILITIES:ADMINISTRATIVE / MANAGERIAL
1. To provide an efficient administrative support role to a group of consultants and their teams.2. Respond appropriately and effectively redirect enquiries from patients, hospital staff, GPs and others by telephone and letter. To arrange clinic appointments as required3. Effectively manage the day to day management of the consultants electronic diaries ensuring that all necessary meetings are attended and that all leave is requested in line with Trusts Leave Policy.
In line with the Trust Complaints process ensure that theClinical Teams respond to complaints in a timely manner providing administrative support when required.5. Provide the necessary typing and administrative support to all Consultants to provide statements and other documentation for Coroners requests. Including the typing of letters of a distressing or complicated nature.6. Provide typing and administration support to the clinical teams in relation to Medico legal requirements.7. To work in collaboration with line managers to develop and monitor key performance indicators for the team.8. Communicate effectively and sympathetically with patients, their families and other agencies verbally, by email and in writing using tact and discretion.9. Following the agreed processes and using the IT provisions track patients investigations, provide investigation information to and prompt actions from Consultants10. Provide typing resource for any general typing the Consultants require to be carried out.11. Following agreed generic processes provide close liaison, co-operation and flexible working practices with typists, other medical secretaries, admin support and with other departments.12. To comply with legal and professional regulations relating to medical documentation and information governance.13. Plan and organize own workload without supervision and complete this within set timescales to ensure targets are met.14. Analyse and understand the implications of information you are giving to patients\families and use complex communication strategies to purvey information and manage the response, using personal judgement to solve patients\families problems.15. Use own judgement with regard to contacting other agencies and professionals to seek information.16. Apply excellent administrative skills to develop and implement systems to ensure work is organised efficiently and effectively.17. Respond to non-routine requirements which require autonomous decision making on a daily basis.18. Provide support to visiting Consultants as appropriate including liaison with external organizations to ensure continuity of patient care and pathways.19. Understanding and comply with the Trusts Patient Access Policy, Health Records, Caldicott and Data Protection Act policies.
Person Specification
Education Qualifications
Essential
- educated to GCSE C/4 level or equivalent in Maths and English
Desirable
- NVQ3/RSA3 or equivalent
- AMSPAR or equivalent
Experience
Essential
- Previous waiting list management experience
- Experience as a medical secretary
- Experience of dealing with members of the public
- Working as part of a team
- Experience of working directly with Medical staff
- Experience of working to national standards and guidelines
Desirable
- Experience working in an acute hospital setting
Skills and Knowledge
Essential
- Excellent communication skills (written, verbal & telephone)
- Excellent interpersonal skills in order to liaise with clinicians, senior managers, and clerical staff
- Appreciate the needs of patients, carers and healthcare staff
- Able to react to unpredictable issues; re-prioritising own workload
- Good keyboard skills for regular use of computer systems/IT Skills
- Competent in the use of Microsoft Office
- Familiarity with waiting list administrative procedures and policy issues
- Knowledge of the requirements of the referral to treatment
Desirable
- competent use of Lorenzo Patient Administration System or similar and ORMIS
- competent in the use of a digital dictation system
- knowledge of Caldicott guidelines and Data Protection
Person Specification
Education Qualifications
Essential
- educated to GCSE C/4 level or equivalent in Maths and English
Desirable
- NVQ3/RSA3 or equivalent
- AMSPAR or equivalent
Experience
Essential
- Previous waiting list management experience
- Experience as a medical secretary
- Experience of dealing with members of the public
- Working as part of a team
- Experience of working directly with Medical staff
- Experience of working to national standards and guidelines
Desirable
- Experience working in an acute hospital setting
Skills and Knowledge
Essential
- Excellent communication skills (written, verbal & telephone)
- Excellent interpersonal skills in order to liaise with clinicians, senior managers, and clerical staff
- Appreciate the needs of patients, carers and healthcare staff
- Able to react to unpredictable issues; re-prioritising own workload
- Good keyboard skills for regular use of computer systems/IT Skills
- Competent in the use of Microsoft Office
- Familiarity with waiting list administrative procedures and policy issues
- Knowledge of the requirements of the referral to treatment
Desirable
- competent use of Lorenzo Patient Administration System or similar and ORMIS
- competent in the use of a digital dictation system
- knowledge of Caldicott guidelines and Data Protection
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).
