Job summary
An exciting opportunity has arisen for a reliable, wellorganised and approachable person for the post of Senior Medical Secretary/Team Lead to work within the Northern Centre for Cancer Care and Clinical Haematology Administrative Team at Freeman Hospital.
The post holder will provide a comprehensive secretarial service to the medical staff and other members of their team. They will also lead an admin team, and assist in recruitment, HR policies and procedures and Appraisals.
This is a friendly, fast paced working environment. Good organisational skills, ICT, excellent communication skills and attention to detail are essential to help support patient flow through the service. Though the job can be challenging at times it is also rewarding.
- Interview Date Tuesday, 02 July 2024
- 37 Hours 30 Minutes/Week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy
Main duties of the job
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Main duties will include talking to patients over the telephone and ensuring that their queries are dealt with efficiently.
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Obtaining information for patients queries where appropriate and calling them back.
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Keeping VR dictation up-to-date for the clinical team so that clinic letters, referrals and any other correspondence is sent out in a timely manner.
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Opening and distributing post for the clinical team.
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Making ad hoc appointments and requesting clinic builds.
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Chasing results and/or checking appointments in other departments have been requested.
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Working with other departments to ensure the smooth day-to-day running of the Dept.
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Ad hoc duties as requested by the clinical team.
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Working within a team of administrative staff to provide a comprehensive an administrative and secretarial support service to Consultants, Medical Staff and other clinical members of their team i.e. Specialist Nurses,Pharmacists, ACPs.
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Communicates with patients regarding appointments and admissions at the request of the medical staff.
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Team lead an admin team, and assist in recruitment, HR policies and procedures and Appraisals and attending Team Lead meetings.
- Cover Medical Secretary/Support Secretary posts Trust wide as required.
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 2 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
- Responsible for the organisation of secretarial support to Consultants, Junior Medical Staff and other clinical staff within the Consultants team i.e. Specialist Nurses.
- Responsible for the day to day management of the administrative/secretarial team, including supervision of the administrative staff, delegation of tasks and coordination of annual leave and undertake appraisals of junior staff.
- Contribute to a comprehensive efficient and effective administrative and clerical service.
- Contribute to a consistently high standard of patient care as a member of a multidisciplinary team.
- Cover Senior Medical Secretary posts Trust wide as required.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first months pay.
Job description
Job responsibilities
- Responsible for the organisation of secretarial support to Consultants, Junior Medical Staff and other clinical staff within the Consultants team i.e. Specialist Nurses.
- Responsible for the day to day management of the administrative/secretarial team, including supervision of the administrative staff, delegation of tasks and coordination of annual leave and undertake appraisals of junior staff.
- Contribute to a comprehensive efficient and effective administrative and clerical service.
- Contribute to a consistently high standard of patient care as a member of a multidisciplinary team.
- Cover Senior Medical Secretary posts Trust wide as required.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first months pay.
Person Specification
Qualifications & Education
Essential
- NVQ Level IV Business Administration or Diploma qualifications or equivalent level qualification / relevant experience
- English Language qualification GCSE Grade 4 (or above) or equivalent level qualification / relevant experience
Knowledge & Experience
Essential
- Experience of Healthcare (patient related) secretarial procedures including NHS systems
- Experience as Medical Secretary
- Extensive knowledge of Medical Terminology
- Audio typing experience
Desirable
- Proven experience in staff management
Skills & Abilities
Essential
- Advanced keyboard skills including a very high standard of word processing skills (e.g. OCR / RSA III or equivalent level qualification / experience)
- IT skills to include office software packages
- Excellent communication skills
Person Specification
Qualifications & Education
Essential
- NVQ Level IV Business Administration or Diploma qualifications or equivalent level qualification / relevant experience
- English Language qualification GCSE Grade 4 (or above) or equivalent level qualification / relevant experience
Knowledge & Experience
Essential
- Experience of Healthcare (patient related) secretarial procedures including NHS systems
- Experience as Medical Secretary
- Extensive knowledge of Medical Terminology
- Audio typing experience
Desirable
- Proven experience in staff management
Skills & Abilities
Essential
- Advanced keyboard skills including a very high standard of word processing skills (e.g. OCR / RSA III or equivalent level qualification / experience)
- IT skills to include office software packages
- Excellent communication skills
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).
