Job summary
Reporting to the Healthy Lives Administration Service Manager, and supported by the Senior Administrators and Medical Secretaries
Be fully conversant with and adhere to all work related policies, procedures and guidelines, ensuring that all work outputs are completed as required and that all related targets and timescales are met.
Use all appropriate technologies and equipment to their optimum functionality to assist in the provision of an efficient, effective and comprehensive administrative and secretarial service to support the provision of care to patients.
Ensure that any/all work outputs are produced to a high standard of quality that meets all of the organisations requirements for Information Governance and CQC and which is compliant with all associated national, regional and local policies, procedures and guidelines
Participate in any/all associated training, development and appraisal processes relevant to post
Main duties of the job
Effectively organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met
Attention to detail, organisation skills and precise and clear communication.
Time management to ensure all duties are carried out
Confidentiality to be maintained at all times
About us
At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.
We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.
We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.
We recruit for values and "Together we are North Tees & Hartlepool"
Job description
Job responsibilities
Be aware of, and comply with, all trust infection prevention and control policies to include hand hygiene, personal hygiene, environmental and food hygiene. To undertake annual training and updates in infection prevention and control.
Follow GDPR (General Data Protection Regulation) in relation to all aspects of secretarial support.
Undertake daily administrative and clerical duties detailed in departmental SOPs to support the provision of patient care by taking direction from department line managers as appropriate to ensure patient safety and the security and confidentiality of all patient related information.
Job description
Job responsibilities
Be aware of, and comply with, all trust infection prevention and control policies to include hand hygiene, personal hygiene, environmental and food hygiene. To undertake annual training and updates in infection prevention and control.
Follow GDPR (General Data Protection Regulation) in relation to all aspects of secretarial support.
Undertake daily administrative and clerical duties detailed in departmental SOPs to support the provision of patient care by taking direction from department line managers as appropriate to ensure patient safety and the security and confidentiality of all patient related information.
Person Specification
Qualifications
Essential
- GCSE at grade C or above in Mathematics Key Skills at level 2 in Numeracy (or equivalent)
- GCSE at grade C or above in English Language, or Key Skills at level 2 in Literacy (or equivalent)
- Typing or word processing qualification at RSA II (or equivalent)
- AMSPAR Advanced Diploma for Medical Secretaries - Level 3 qualification (or equivalent)
- NVQ at level 3 or above in Business Administration (or equivalent)
Desirable
- RSA III or equivalent typing qualification
- IT qualification (ITQ at level 2 or equivalent)
- Shorthand qualification
Experience
Essential
- Demonstrable secretarial experience in a healthcare environment
- Demonstrable experience of clerical work involving computerised systems
- Demonstrable knowledge of medical terminology
- Demonstrable experience of using audio transcription systems
Desirable
- Previous Medical Secretarial experience
- Experience of working within a multi-disciplinary team
Skills
Essential
- Demonstrate a good working knowledge of windows based computer systems and be capable of using most Microsoft Office applications, particularly MS Word and Outlook.
- Demonstrate well developed keyboard skills
- Demonstrate ability to pay good attention to detail, reliably check and record data and identify anomalies and be able to self-check completed work.
- Demonstrate well developed written/verbal/listening communication skills
- Demonstrate good organisational / time management skills and be able work under pressure to meet deadlines
- Demonstrate ability to work on own initiative and also to work as part of a team.
- Demonstrate willingness to contribute to the delivery of an effective and efficient administrative/secretarial service.
- Demonstrate willingness to be flexible and to work in other clinical areas throughout the trust as and when required in accordance with operational service needs.
Desirable
- Experience of dealing with members of the public
- Be willing to participate in the promotion of effective team working.
- Demonstrate ability to supervise, direct and motivate teams Be proactive in contributing to service improvement
- Demonstrate well developed shorthand skills
Disposition
Essential
- Ability to work under pressure/meet tight deadlines whilst delivering high quality work
- Flexibility - able to cope with different work environments
- Demonstrate a responsible, dependable and honest character.
- Demonstrate a caring and sensitive nature.
- Show a keenness to learn and to apply appropriate working practices
- Show willingness to develop themselves by taking advantage of any appropriate training and development opportunities.
Person Specification
Qualifications
Essential
- GCSE at grade C or above in Mathematics Key Skills at level 2 in Numeracy (or equivalent)
- GCSE at grade C or above in English Language, or Key Skills at level 2 in Literacy (or equivalent)
- Typing or word processing qualification at RSA II (or equivalent)
- AMSPAR Advanced Diploma for Medical Secretaries - Level 3 qualification (or equivalent)
- NVQ at level 3 or above in Business Administration (or equivalent)
Desirable
- RSA III or equivalent typing qualification
- IT qualification (ITQ at level 2 or equivalent)
- Shorthand qualification
Experience
Essential
- Demonstrable secretarial experience in a healthcare environment
- Demonstrable experience of clerical work involving computerised systems
- Demonstrable knowledge of medical terminology
- Demonstrable experience of using audio transcription systems
Desirable
- Previous Medical Secretarial experience
- Experience of working within a multi-disciplinary team
Skills
Essential
- Demonstrate a good working knowledge of windows based computer systems and be capable of using most Microsoft Office applications, particularly MS Word and Outlook.
- Demonstrate well developed keyboard skills
- Demonstrate ability to pay good attention to detail, reliably check and record data and identify anomalies and be able to self-check completed work.
- Demonstrate well developed written/verbal/listening communication skills
- Demonstrate good organisational / time management skills and be able work under pressure to meet deadlines
- Demonstrate ability to work on own initiative and also to work as part of a team.
- Demonstrate willingness to contribute to the delivery of an effective and efficient administrative/secretarial service.
- Demonstrate willingness to be flexible and to work in other clinical areas throughout the trust as and when required in accordance with operational service needs.
Desirable
- Experience of dealing with members of the public
- Be willing to participate in the promotion of effective team working.
- Demonstrate ability to supervise, direct and motivate teams Be proactive in contributing to service improvement
- Demonstrate well developed shorthand skills
Disposition
Essential
- Ability to work under pressure/meet tight deadlines whilst delivering high quality work
- Flexibility - able to cope with different work environments
- Demonstrate a responsible, dependable and honest character.
- Demonstrate a caring and sensitive nature.
- Show a keenness to learn and to apply appropriate working practices
- Show willingness to develop themselves by taking advantage of any appropriate training and development opportunities.
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).
