Support Secretary, Gastroenterology

Worcestershire Acute Hospitals NHS Trust

The closing date is 20 April 2025

Job summary

As we are re-advertising this post, applicants to the previous job advert need not apply.

An exciting opportunity has arisen within the Specialty Medicine Directorate for a Support Secretary to work as part of the Gastroenterology team. We are a strong, proactive team who welcome innovation and adaptability within the service.

This is a full-time position, and candidates would be required to work 37.5 hours a week, Monday to Friday. Applicants may be required to provide cross site cover. We also offer some flexibility with home working for a limited number of days per week.

The successful candidate will work alongside the existing secretarial team to provide comprehensive and efficient typing and administration support.As well as being part of the busy department, you'll be required to prioritise your own workload on a day-to-day basis. Excellent IT and communication skills are essential for this role.

You will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity. We would require a strong communicator and dedicated team player.

We can offer you a friendly and supportive work environment where your work is valued. If this sounds like the role for you then apply now or email us to find out more. Informal enquiries are welcomed by contacting Harriet O'Toole - harriet.o'toole1@nhs.net

Main duties of the job

The role will include typing of outpatient appointment letters and other correspondence to GPs and other clinical professionals, dealing with enquiries from clinicians, GPs, other hospitals, patients and their relatives, updating medical records and inputting data to support the attainment of Divisional targets.

In addition, the post holder will be required to support the Directorate Management Team with the tracking and validation of patient pathways to achieve the National 18-week Referral to Treatment (RTT) target.

About us

Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Our objectives are simple:

Best services for local people
Best experience of care and best outcomes for our patients
Best use of resources
Best people

Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

Date posted

04 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9365-25-0176-2

Job locations

The Alexandra Hospital

Woodrow Drive

Redditch

Worcestershire

B987UB

Job description

Job responsibilities

JOB DESCRIPTION:

Given the variation between posts as mentioned above, all Secretaries should be able to undertake the following duties as their job, Senior Secretaries and clinical staff demand. Secretaries will, however, be expected to work in teams to fulfil basic and extended roles.

To assist with the sorting of the day to day incoming mail, taking action or referring back to the senior medical secretary, where necessary.

To provide general admin support to the IBD Nurses & the Liver CNS; this will include duties such as sending letters to patients who are due biologic therapy, assisting with patients who are due blood tests prior to an appointment & taking messages from patients who contact our IBD helpline.

To undertake medical audio/copy typing duties, including outpatient letters to GPs, discharge summaries and other official correspondence.

To accept enquiries from clinicians, GPs Health Service and Social Services personnel, other hospitals, voluntary agencies, patients and their relatives. Patient contact by telephone is an integral part of the basic role. To deal with these enquiries or refer back to the Senior Medical Secretary where necessary.

To ensure all documentation is uploaded to the electronic patient record system accurately and in a timely manner.

To participate in the use of the PAS system to establish patient information and produce patient documentation as required.

To assist in providing cover for other secretaries in the Medical Directorate to ensure continuity of service to Consultant, medical staff, service users and patients.

To undertake any photocopying and collation as required.

To undertake any other duties as may be required/appropriate by the Senior Secretaries/ Directorate Support Manager.

Job description

Job responsibilities

JOB DESCRIPTION:

To assist with the sorting of the day to day incoming mail, taking action or referring back to the senior medical secretary, where necessary.

To undertake medical audio/copy typing duties, including outpatient letters to GPs, discharge summaries and other official correspondence.

To ensure all documentation is uploaded to the electronic patient record system accurately and in a timely manner.

To participate in the use of the PAS system to establish patient information and produce patient documentation as required.

To assist in providing cover for other secretaries in the Medical Directorate to ensure continuity of service to Consultant, medical staff, service users and patients.

To undertake any photocopying and collation as required.

To undertake any other duties as may be required/appropriate by the Senior Secretaries/ Directorate Support Manager.

Person Specification

Qualifications

Essential

GCSE English & Maths
Recognised word processing / typing qualification

Desirable

Shorthand qualification
AMSPAR qualification

Personal Qualities

Essential

Excellent verbal and written communication skills
Flexible and adaptable
Able to work under pressure
Ability to work under own initiative and part of a team

Experience

Essential

Proven secretarial experience
Experience of working in a busy office

Desirable

NHS experience
Use of OASIS PAS system
Medical secretarial experience

Skills and Knowledge

Essential

Audio typing
In-depth working knowledge of Microsoft Office

Desirable

Knowledge of NHS systems

Person Specification

Qualifications

Essential

GCSE English & Maths
Recognised word processing / typing qualification

Desirable

Shorthand qualification
AMSPAR qualification

Personal Qualities

Essential

Excellent verbal and written communication skills
Flexible and adaptable
Able to work under pressure
Ability to work under own initiative and part of a team

Experience

Essential

Proven secretarial experience
Experience of working in a busy office

Desirable

NHS experience
Use of OASIS PAS system
Medical secretarial experience

Skills and Knowledge

Essential

Audio typing
In-depth working knowledge of Microsoft Office

Desirable

Knowledge of NHS systems

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.