Job summary
We currently have an opportunity for a suitably experienced medical secretary to join our team of Clinical Support Secretaries within our Medical Secretariat.
The post is based at the WWL Eye Unit at Boston House, Wigan, WN6 7LB.
This interesting & varied role requires the ability to work well on your own initiative whilst being committed to teamwork to ensure work is completed to meet Trust targets. You must possess the ability to manage a variety of tasks & prioritise these accordingly whilst working under pressure. Good communication skills and the ability to deal with confidential & sensitive issues in a professional manner are essential.
To be successful in this role you will need to be qualified to RSA III or equivalent or have a proven experience of audio-typing and providing a secretarial / audio-typing service. You will also need to be able to type accurately at speeds of around 40 - 50 words per minute. Having knowledge of medical terminology and / or an AMSPAR qualification will be a distinct advantage. Previous secretarial experience within a hospital or other medical environment would also be a distinct advantage.
This post includes an opportunity to work towards a level 3 Business Administration qualification.
Main duties of the job
You will be working in a busy environment within the 'virtual' Clinical Secretary pool within a small team to designated specialties. You will be providing an efficient audio typing service using our Digital Dictation System, together with our existing Patient Information Systems. You will support our Consultant PAs, ensuring that patient and GP correspondence is typed and dispatched within a timely manner.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Job description
Job responsibilities
The main duties of this role are
- Audio typing using the Digital Dictation System, photocopying and the composition of letters.
- Sorting, prioritising, processing and distribution of incoming mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information.
- Ensuring accurate and up-to-date inputting of information onto all Trust patient systems (PAS, ORMIS, EPR, Digital Dictation).
- General office management duties (photocopying, scanning, emailing documentation) as required.
- Assist other Clinical Secretaries with their workload.
- Promote the dissemination of quality patient information.
- Provide non-clinical advice and information to patients/clients/relatives.
- Knowledge of a full range of secretarial procedures and software programmes (PAS, Theatre, EPR, Digital Dictation) and their application to improve service efficiency and effectiveness.
- Understanding of medical terminology and a willingness to assist colleagues with transcription outputs.
- Exercise judgement when dealing with patient enquiries, analysing and resolving problems at source.
- Assist in new staff induction together with the identification and support of their training requirements.
- Facilitate a supportive learning environment that enables all members of the secretariat team to develop.
- Recognise the effective utilisation of all appropriate development resources and opportunities.
- Promote the ethos of continuous improvement disseminating any new knowledge gained to other colleagues.
- Recognise and accept responsibility for own personal development.
- Supervising administration support and work experience students ensuring an effective office system is maintained.
Job description
Job responsibilities
The main duties of this role are
- Audio typing using the Digital Dictation System, photocopying and the composition of letters.
- Sorting, prioritising, processing and distribution of incoming mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information.
- Ensuring accurate and up-to-date inputting of information onto all Trust patient systems (PAS, ORMIS, EPR, Digital Dictation).
- General office management duties (photocopying, scanning, emailing documentation) as required.
- Assist other Clinical Secretaries with their workload.
- Promote the dissemination of quality patient information.
- Provide non-clinical advice and information to patients/clients/relatives.
- Knowledge of a full range of secretarial procedures and software programmes (PAS, Theatre, EPR, Digital Dictation) and their application to improve service efficiency and effectiveness.
- Understanding of medical terminology and a willingness to assist colleagues with transcription outputs.
- Exercise judgement when dealing with patient enquiries, analysing and resolving problems at source.
- Assist in new staff induction together with the identification and support of their training requirements.
- Facilitate a supportive learning environment that enables all members of the secretariat team to develop.
- Recognise the effective utilisation of all appropriate development resources and opportunities.
- Promote the ethos of continuous improvement disseminating any new knowledge gained to other colleagues.
- Recognise and accept responsibility for own personal development.
- Supervising administration support and work experience students ensuring an effective office system is maintained.
Person Specification
Qualifications
Essential
- Qualified to RSAIII Level or equivalent qualification / experience
Desirable
- ECDL qualification
- AMSPAR Certificate in medical terminology
- AMSPAR qualification, in addition to medical terminology
Experience
Essential
- Proven relevant experience of providing a secretarial or audio-typing service, or equivalent
- Experience of successfully working within tight time frames and to deadlines
- Experience of word processing
Desirable
- Experience of using digital dictation systems
- Experience of coaching and training new staff within own work area
- Experience of using Microsoft Word, Microsoft Excel and Microsoft Outlook
Skills
Essential
- Ability to communicate in a clear and concise manner
- Ability to use VDU equipment
- Ability to work as part of a team
- Ability to work under pressure
- Ability to type 40 - 50 words per minute with an accuracy rate of 90%
- Ability to type documents in letter format
- Clear and accurate written & verbal communication skills
Desirable
- Ability to type more than 50 words per minute with an accuracy rate of at least 95%
Knowledge
Essential
- Demonstrates willingness to develop a range of medical terminology
- Understanding of the Data Protection Act
- Some knowledge of the 18 week policy, Choose & Book and Patient Choice; and how this role fits with these initiatives
Desirable
- Knowledge of medical terminology within at least one specialty
- Knowledge of medical terminology within more than one specialty
- Knowledge of how to use Trust PAS and theatre systems
Additional
Essential
- Motivated and proactive
- Demonstrates willingness to change as the role evolves.
- Willingness to meet the performance criteria set out in the job description and undertake personal and professional development.
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
Person Specification
Qualifications
Essential
- Qualified to RSAIII Level or equivalent qualification / experience
Desirable
- ECDL qualification
- AMSPAR Certificate in medical terminology
- AMSPAR qualification, in addition to medical terminology
Experience
Essential
- Proven relevant experience of providing a secretarial or audio-typing service, or equivalent
- Experience of successfully working within tight time frames and to deadlines
- Experience of word processing
Desirable
- Experience of using digital dictation systems
- Experience of coaching and training new staff within own work area
- Experience of using Microsoft Word, Microsoft Excel and Microsoft Outlook
Skills
Essential
- Ability to communicate in a clear and concise manner
- Ability to use VDU equipment
- Ability to work as part of a team
- Ability to work under pressure
- Ability to type 40 - 50 words per minute with an accuracy rate of 90%
- Ability to type documents in letter format
- Clear and accurate written & verbal communication skills
Desirable
- Ability to type more than 50 words per minute with an accuracy rate of at least 95%
Knowledge
Essential
- Demonstrates willingness to develop a range of medical terminology
- Understanding of the Data Protection Act
- Some knowledge of the 18 week policy, Choose & Book and Patient Choice; and how this role fits with these initiatives
Desirable
- Knowledge of medical terminology within at least one specialty
- Knowledge of medical terminology within more than one specialty
- Knowledge of how to use Trust PAS and theatre systems
Additional
Essential
- Motivated and proactive
- Demonstrates willingness to change as the role evolves.
- Willingness to meet the performance criteria set out in the job description and undertake personal and professional development.
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
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.
