Job summary
GATESHEAD HEALTH NHS FOUNDATION TRUST
S I T U A T I O N S V A C A N T
"Working Towards Equal Opportunities"
Division of Medical Services
Senior Medical Secretary - Gastroenterology
Administrative and Clerical Band 4 (37.5 hrs)
Applications are invited from hard working and motivated individuals to provide a high quality medical secretarial and administrative service working as part of the medical secretarial team within the Gastroenterology Department. You will be based at the Queen Elizabeth Hospital Gateshead.
Main duties of the job
You should have previous medical secretarial experience, preferably within an acute medical setting and have knowledge of a full range of secretarial procedures, a working knowledge of a variety of software programmes and RSA/OCR Level 3 typing/audio/word processing or equivalent level of experience. You need to have a good understanding of medical terms
Excellent written and verbal communication skills are essential together with excellent organisational and planning skills. You should be proficient in the use of Windows, Microsoft Word. A working knowledge of Careflow is also desirable.
The post holder will be expected to manage their own workload and will be required to use a significant amount of initiative and discretion in the discharge of all duties, handling queries/enquiries efficiently and professionally.
Duties will include typing clinical letters for the team using digital dictation (Winscribe), booking and sending out appointment letters, handling case notes, requesting orphan data filing, managing waiting lists and co-ordinating admission dates. Accessing and entering data into a number of different computer systems is also a key part of the role such as Careflow, ICE, Filefast and Bluespier.
Informal enquiries welcomed by Alison Conaghan Tel (0191) 445 3826 or Angela Corbett (0191) 4452249.
Gateshead Health NHS Foundation Trust operates a "No-Smoking Policy"
About us
Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.
Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.
We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.
Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.
We have a number of staff networks including the BAME network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our armed forces network is one of our emerging networks.
The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.
Job description
Job responsibilities
- Overall responsibility for providing an efficient administrative support service to clinicians to meet internal and external standards/performance indicators.
- Line Management responsibility for staff in department/group or departmental process e.g. sickness absence (return to work interviews), appraisal, recruitment & selection, annual leave cover, Standing Operating Procedures, technological changes and MDT management/Virtual clinics.
- Provides support to identified clinicians: managing diaries; support with software systems, organising meetings, rotas, leave & associated cover, teaching, training, performance and induction activities.
- Investigate and collate information for DATIX incidents/complaints as required by clinicians or service management.
- Oversee patient pathway (RTT, Diagnostics and Cancer) progress for nominated clinicians; calculating referral to treatment dates, monitoring progress and following up activity (e.g. investigations), liaising with Waiting List team as required, arranging inter provider referral & transfer of information and investigating potential breaches identified by the Waiting List Manager.
- Oversee the smooth running of nominated clinics; managing and maximising capacity, cancellations & rescheduling, arranging additional clinics and urgent patient appointments (< 1 week) within patient pathway requirements and Service Level Agreements.
- Main point of contact for patient and third parties (e.g. other clinicians, GP, police, social care, legal) to resolve queries, respond to requests for information or notify third party of information as required by clinicians.
- Provide information to assist performance reporting and resolution of queries or complaints (e.g. DATIX) as required.
- To provide a service for the transcription and typing of communications, reports and correspondence in line with trust contracted timescales across the relevant service line through appropriate prioritisation delegation and supervision.
- To monitor expenditure for a delegated budget from the relevant Administration Manager e.g. stationery and timesheets.
Job description
Job responsibilities
- Overall responsibility for providing an efficient administrative support service to clinicians to meet internal and external standards/performance indicators.
- Line Management responsibility for staff in department/group or departmental process e.g. sickness absence (return to work interviews), appraisal, recruitment & selection, annual leave cover, Standing Operating Procedures, technological changes and MDT management/Virtual clinics.
- Provides support to identified clinicians: managing diaries; support with software systems, organising meetings, rotas, leave & associated cover, teaching, training, performance and induction activities.
- Investigate and collate information for DATIX incidents/complaints as required by clinicians or service management.
- Oversee patient pathway (RTT, Diagnostics and Cancer) progress for nominated clinicians; calculating referral to treatment dates, monitoring progress and following up activity (e.g. investigations), liaising with Waiting List team as required, arranging inter provider referral & transfer of information and investigating potential breaches identified by the Waiting List Manager.
- Oversee the smooth running of nominated clinics; managing and maximising capacity, cancellations & rescheduling, arranging additional clinics and urgent patient appointments (< 1 week) within patient pathway requirements and Service Level Agreements.
- Main point of contact for patient and third parties (e.g. other clinicians, GP, police, social care, legal) to resolve queries, respond to requests for information or notify third party of information as required by clinicians.
- Provide information to assist performance reporting and resolution of queries or complaints (e.g. DATIX) as required.
- To provide a service for the transcription and typing of communications, reports and correspondence in line with trust contracted timescales across the relevant service line through appropriate prioritisation delegation and supervision.
- To monitor expenditure for a delegated budget from the relevant Administration Manager e.g. stationery and timesheets.
Person Specification
Qualifications
Essential
- NVQ 3 Certificate in Business Administration or equivalent experience
- RSA 3 in Typing or Word Processing or equivalent experience
Desirable
Experience
Essential
- Experience of working in NHS or healthcare environment
- Experience of working in secretarial or office environment
- Experienced in using Microsoft Office packages
- Experience of problem solving non-routine issues
- Transcribing formal minutes of meetings and creating databases/spreadsheets
- Dealing with difficult patients/carers
- Experience of supervising/managing staff
Desirable
Skills
Essential
- Effective written and oral communication skills.
- Ability to demonstrate good organisational planning skills
- Ability to work autonomously and also as part of a team, developing good working relationships with colleagues
Desirable
- Knowledge of Careflow system
Person Specification
Qualifications
Essential
- NVQ 3 Certificate in Business Administration or equivalent experience
- RSA 3 in Typing or Word Processing or equivalent experience
Desirable
Experience
Essential
- Experience of working in NHS or healthcare environment
- Experience of working in secretarial or office environment
- Experienced in using Microsoft Office packages
- Experience of problem solving non-routine issues
- Transcribing formal minutes of meetings and creating databases/spreadsheets
- Dealing with difficult patients/carers
- Experience of supervising/managing staff
Desirable
Skills
Essential
- Effective written and oral communication skills.
- Ability to demonstrate good organisational planning skills
- Ability to work autonomously and also as part of a team, developing good working relationships with colleagues
Desirable
- Knowledge of Careflow system
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).
