Job summary
An exciting opportunity has arisen for a full time Band 4 Medical Secretary to join the East Midlands Congenital Heart Centre Administration Team based at the Leicester Royal Infirmary/ Glenfield Hospital.
The post holders will be part of the Congenital Cardiology Medical Administration Team and will provide an efficient and comprehensive administration service to the EMCHC Department for Adults and Paediatric Services. You will be responsible for all administrative tasks from referral to discharge of our patients and liaising closely with our Consultants and wider team. You will be providing a reception service in the outpatient department for our patients, so having experience in customer service along with excellent communication skills would be very desirable in this role.
The ideal candidate will have a positive, enthusiastic, motivated and flexible approach. They will be an excellent team player and also able to work on own initiative.
If you are ahighly organised person, who works well under pressure in an extremely busy environment then this is the role for you!
Main duties of the job
- Often being the first point of contact for patients the role is intrinsically linked to the patient journey by supporting the clinical multi-disciplinary team, in line with the UHL Values.
- To provide a full medical secretarial and administrative support service to the clinical / medical / nursing team/s.
- To monitor and ensure clinical correspondence is produced and compliant with the Trust quality standards.
- To provide support and guidance to patients, carers, relatives, company representatives and others making contact with the service.
- To organise complex activities / programmes.
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:o We focus on what matters mosto We treat others how we would like to be treatedo We are passionate and creative in our worko We do what we say we are going to doo We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust: (leicestershospitals.nhs.uk)
Job description
Job responsibilities
To name a few (please see Job Description for full overview):
Evaluate and deal appropriately with all incoming correspondence ensuring that those urgent enquiries are passed to the clinician promptly. This will include an element of autonomous decision making based on the clinicians normal practice.
Responsible for the efficient and effective running of the clinical facing administrative team/s. This will include identifying conflicting demands and adjusting schedules accordingly, arranging complex cross-organisational and multi- disciplinary activities.
Ensuring effective diary maintenance, room and meeting bookings and other administrative arrangements as required, to enable the clinician to fulfil their role. Establish appropriate filing systems and protocols. Maintaining files and records according to UHL standards.
Implementing changes in practice and technology in response to local and corporate drivers e.g. electronic patient records.
The post holder is responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems.
Liaising with other clinical facing administrative staff in order to make outpatient appointments from Consultant and GP referrals especially in relation to peripheral clinics ensuring that all the appropriate paperwork is received in a timely and efficient manner.
Provide a first point of contact for all levels of staff, patients and their relatives for the Clinical / Medical Teams. This will include advice and support to patients and their carers in relation to their appointments, treatment and diagnosis ensuring that at all times confidentiality and data protection are not breached.
Job description
Job responsibilities
To name a few (please see Job Description for full overview):
Evaluate and deal appropriately with all incoming correspondence ensuring that those urgent enquiries are passed to the clinician promptly. This will include an element of autonomous decision making based on the clinicians normal practice.
Responsible for the efficient and effective running of the clinical facing administrative team/s. This will include identifying conflicting demands and adjusting schedules accordingly, arranging complex cross-organisational and multi- disciplinary activities.
Ensuring effective diary maintenance, room and meeting bookings and other administrative arrangements as required, to enable the clinician to fulfil their role. Establish appropriate filing systems and protocols. Maintaining files and records according to UHL standards.
Implementing changes in practice and technology in response to local and corporate drivers e.g. electronic patient records.
The post holder is responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems.
Liaising with other clinical facing administrative staff in order to make outpatient appointments from Consultant and GP referrals especially in relation to peripheral clinics ensuring that all the appropriate paperwork is received in a timely and efficient manner.
Provide a first point of contact for all levels of staff, patients and their relatives for the Clinical / Medical Teams. This will include advice and support to patients and their carers in relation to their appointments, treatment and diagnosis ensuring that at all times confidentiality and data protection are not breached.
Person Specification
Training & Qualifications
Essential
- oEducated to GCSE standard or equivalent
- oRSA III or equivalent typing; or RSA II plus relevant secretarial experience
- oNHS systems and procedures
- oExcel, Power point experience
Experience
Essential
- o2 years Medical Secretary experience
- oKnowledge of a range of secretarial procedures including diary management
- oUnderstanding of medical terminology
- oExperience of dealing with customers/patients
Communication Skills
Essential
- oExcellent verbal, written and presentation skills maintaining the quality of own work and contribution to quality service delivery
- oAbility to work both as a team member and on own initiative.
- oFlexibility/reliable
Analytical and Judgement skills
Essential
- oAttention to detail
- oGood organisation
Desirable
Person Specification
Training & Qualifications
Essential
- oEducated to GCSE standard or equivalent
- oRSA III or equivalent typing; or RSA II plus relevant secretarial experience
- oNHS systems and procedures
- oExcel, Power point experience
Experience
Essential
- o2 years Medical Secretary experience
- oKnowledge of a range of secretarial procedures including diary management
- oUnderstanding of medical terminology
- oExperience of dealing with customers/patients
Communication Skills
Essential
- oExcellent verbal, written and presentation skills maintaining the quality of own work and contribution to quality service delivery
- oAbility to work both as a team member and on own initiative.
- oFlexibility/reliable
Analytical and Judgement skills
Essential
- oAttention to detail
- oGood organisation
Desirable
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).
