Job summary
We are looking to appoint a full-time Medical Secretary/Personal Assistant to provide a comprehensive secretarial and administration service to our Gynaecology Service.
The successful candidate must have the ability to deal with highly confidential and sensitive information. They will need to have excellent communication and organisational skills, be proactive and methodical in their approach to daily tasks. Previous experience of working in a hospital setting is desirable, but not essential. The ability to be flexible, and work extra hours to provide cover for colleagues would be essential.
If you are a willing and enthusiastic individual who would like to join this friendly team we would like to hear from you.
Main duties of the job
To work as part of the clerical team to support a team of Clinicians.To provide a comprehensive, confidential secretarial and administration support service to Consultants, medical staff, clinical teams and department on a day to day basis.
The postholder will be required to work as part of the administration team and provide cross cover during periods of staff absence within the Directorate as and when required. This support should be provided between the hours of 8.00 am to 17.00 unless otherwise specified at a local level.
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
Manage the day to day administration providing an enhanced comprehensive secretarial and administrative service to Oncology Consultants and CNS nurses.
Effective use and knowledge of Trust computerised administration systems (Camis, Mediviewer, Nexus) using VDU on a continuous basis.
Advanced keyboard skills with ability to concentrate for prolonged periods.
Minute taking and audio typing.
Working knowledge and experience of secretarial and administrative procedures and systems both routine and non-routine able to answer queries, utilise skills in problem solving, chasing and progressing queries acquired through prior experience.
Collection and maintenance of sensitive patient data, scanning and photocopying, filing, word processing, in a timely manager ensuring deadlines are met through the ability to prioritise.
Manage all communication effectively (electronic, paper and telephone) in a confidential manner documenting as appropriate and disseminating information received to their intended recipients in an expeditious manner.
Work without direct supervision in a conscientious, professional and diligent manner.
Maintain up to date filing accessing medical records as requested by the role.
Adhere to Trust policies appropriate to role.
Participate in the Trust appraisal.
Work in a cost effective manner ensuring lighting, computers, monitors are switched off when not in use, report faults promptly and ensure confidential waste is disposed of in the appropriate containers.
Ensure compliance with mandatory training.
To work with the Medical Secretarial Team to ensure adequate cover is in place during periods of leave.
Job description
Job responsibilities
Manage the day to day administration providing an enhanced comprehensive secretarial and administrative service to Oncology Consultants and CNS nurses.
Effective use and knowledge of Trust computerised administration systems (Camis, Mediviewer, Nexus) using VDU on a continuous basis.
Advanced keyboard skills with ability to concentrate for prolonged periods.
Minute taking and audio typing.
Working knowledge and experience of secretarial and administrative procedures and systems both routine and non-routine able to answer queries, utilise skills in problem solving, chasing and progressing queries acquired through prior experience.
Collection and maintenance of sensitive patient data, scanning and photocopying, filing, word processing, in a timely manager ensuring deadlines are met through the ability to prioritise.
Manage all communication effectively (electronic, paper and telephone) in a confidential manner documenting as appropriate and disseminating information received to their intended recipients in an expeditious manner.
Work without direct supervision in a conscientious, professional and diligent manner.
Maintain up to date filing accessing medical records as requested by the role.
Adhere to Trust policies appropriate to role.
Participate in the Trust appraisal.
Work in a cost effective manner ensuring lighting, computers, monitors are switched off when not in use, report faults promptly and ensure confidential waste is disposed of in the appropriate containers.
Ensure compliance with mandatory training.
To work with the Medical Secretarial Team to ensure adequate cover is in place during periods of leave.
Person Specification
Key Competencies/Personal Qualities and Attributes
Essential
- Self-motivated.
- Ability to use own initiative.
- Confident to establish and maintain good working relationships at all levels.
- Must be able to understand the needs of patients and deal with them with tact and sensitivity.
Skills
Essential
- Developed attention to detail and accuracy.
- Outstanding organisational skills and the ability to work methodically and prioritise.
- Ability to cope under pressure and meet deadlines.
- Ability to work in a stressful environment.
- Ability to help build effective working relationships at all levels with and outside the hospital.
- Audio typing skills
- Minute taking
Knowledge and Experience
Essential
- Advanced keyboard skills.
- Courteous, tactful and efficient telephone manner.
- Experience of working in a busy office environment working to deadlines and targets..
- Knowledge of a range of secretarial and administrative procedures.
- Very good written and verbal communication skills.
- Proficient in Microsoft packages including Word and Outlook.
- Planning and organisational skills.
- Analytical and judgement skills for problem solving.
- Work well as part of a team.
Desirable
- Knowledge of CAMIS and waiting list management
Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English of equivalent.
- RSA 3, Certificate in Medical Secretarial Studies or extensive secretarial experience.
Person Specification
Key Competencies/Personal Qualities and Attributes
Essential
- Self-motivated.
- Ability to use own initiative.
- Confident to establish and maintain good working relationships at all levels.
- Must be able to understand the needs of patients and deal with them with tact and sensitivity.
Skills
Essential
- Developed attention to detail and accuracy.
- Outstanding organisational skills and the ability to work methodically and prioritise.
- Ability to cope under pressure and meet deadlines.
- Ability to work in a stressful environment.
- Ability to help build effective working relationships at all levels with and outside the hospital.
- Audio typing skills
- Minute taking
Knowledge and Experience
Essential
- Advanced keyboard skills.
- Courteous, tactful and efficient telephone manner.
- Experience of working in a busy office environment working to deadlines and targets..
- Knowledge of a range of secretarial and administrative procedures.
- Very good written and verbal communication skills.
- Proficient in Microsoft packages including Word and Outlook.
- Planning and organisational skills.
- Analytical and judgement skills for problem solving.
- Work well as part of a team.
Desirable
- Knowledge of CAMIS and waiting list management
Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English of equivalent.
- RSA 3, Certificate in Medical Secretarial Studies or extensive secretarial experience.
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).
