Job summary
An opportunity has arisen for highly motivated and
enthusiastic person to join our Radiology Medical Secretary team.
The post offers an excellent opportunity to utilise
communication skills within an expanding and exciting service. The service
provides support to a range of service users, both internal and external,
across the Radiology service that includes plain film Radiography, Ultrasound,
MRI, CT, Fluoroscopy, Mammography and Interventional Radiology. The post
holders will be expected to work within the Secretarial team, at Pinderfields,
Pontefract or Dewsbury. Knowledge of medical terminology and Medical Secretary
experience is essential for this post.
It is an expectation that all patients/staff are dealt with
politely and professionally at all times. Customer care standards are high
within the Radiology Department so if you want to make a difference then this
is an ideal role for you.
The post holder must have excellent communication skills,
adaptable and flexible to pressures, and be able to use own initiative.
Informal visits welcome for candidates shortlisted for
interview.
Main duties of the job
The ideal candidate will have strong secretarial skills and
have attained RSA Level 3 typing/word processing or equivalent qualification,
or experience as a minimum. Experience of medical terminology will be an advantage but
not essential. An understanding of health related policies such as
confidentiality, safeguarding and incident reporting will also be beneficial to
this role. On the job training will be provided within the service, based at Pinderfields.
The Medical Secretary
provides a link between the trust, the patient and their GP for patients/carers
and other health care professionals.
They will provide a comprehensive, efficient, and responsive
administration service to the medical and nursing staff and their teams. The successful candidate will be based within a diverse
secretarial team and be required to support each other during periods of
absence or increased workloads. Good, supportive team working skills are
therefore vital.
Strong interpersonal and communication skills are essential
as the role requires liaising with Managers, Consultants, junior medical staff,
patients and their carers on a daily basis. In addition, robust organisational
skills will be necessary to ensure all patients receive timely, accurate and
efficient communications.
This post requires a
self-motivated and professional individual with the confidence and ability to
work on their own initiative or as part of a team within standard operating
procedures.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
To ensure post
addressed to the consultant/clinical team is promptly collected, sorted,
recorded and actioned as appropriate. To
act on own initiative where appropriate in responding to incoming mail.
Act as a focal
point for the clinical team. Provide a friendly
and professional service, deal with enquiries from a multitude of sources
following Trust policies and standard operating procedures. Liaise with GPs, other hospitals, patients,
internal medical/non-medical staff and medical/non-medical external staff by a
variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis.
Assist clinicians with administrative tasks, e.g.
utilising IT systems or ensuring paper forms are completed and sent to relevant
departments in a timely manner in line with service specific standard operating
procedures.
To ensure all duties are undertaken in line with standard
operating procedures and to enable the achievement of Trust and Service
specific Key Performance Indicators.
To request,
cancel and re-arrange appointments when necessary.
Frequently receive
and respond appropriately to telephone and personal enquiries from patients,
relatives, GPs, other consultants and external bodies, referring enquiries to
the consultants / clinical team where necessary. This will require analysis of queries/issues,
making judgements about how to deal with them and escalating as
appropriate. This may require the use of
tact/ empathic or reassurance skills. In addition, persuasive skills are often
required where agreement or co-operation is required in trying to avoid Trust
complaints.
Prioritise and
ensure clinical investigations are acted upon appropriately and timely, within
standard operating procedures and meeting KPIs.
Accurate
recording of all paper/computerised patient records, updating and amending
information timely and within standard operating procedures.
Undertake routine
or ad hoc data validation as directed.
Preparation of
documentation for MDTs.
Keep an up to
date and accurate record of patient case notes entering and leaving the
department. Sourcing and distribution of
case notes to other departments and hospitals e.g. File Tracker/relevant IT
system.
Undertake typing
of medical correspondence using copy, audio tapes and relevant IT systems to a
high and accurate standard. This may include clinic letters, medico-legal
reports and other administrative work.
Keep appropriate
statistical records/information as and when required for the clinical team for
audit purposes. Provision of statistical
returns required at regular intervals.
This may involve entering statistical data onto databases.
Responsible for
the receipt of referral letters with timely input onto the computerised IT
Systems and ensuring that all patients demographic information is recorded
accurately in order to arrange outpatient appointments for clinics in accordance
with service specific requirements.
To be responsible
for ensuring copies of correspondence are stored in the patients records in
accordance standard operating procedures.
To attend
meetings and appropriate Committees to provide secretarial support by taking
minutes and arranging meetings, as and when required. This could include support to Consultants in
their special interests role(s), eg Clinical Tutor, Child Protection, etc.
To be responsible
for the confidential management of patient records and ensure that all
documentation is returned to the appropriate department timely within standard
operating procedures.
To be responsible
for the preparation of patient records for admission, transfer and discharge in
a timely manner as and when required.
The post holder
will give relevant assistance and training as and when required to support all
colleagues.
To carry out
general administration duties and provide clerical assistance, as required.
To send and
receive faxes in a 'safe haven' environment as per Trust policy.
Ensure that all
Hospital records are tracked and booked using the Trusts File Tracker computer
system, or other relevant IT system.
Job description
Job responsibilities
To ensure post
addressed to the consultant/clinical team is promptly collected, sorted,
recorded and actioned as appropriate. To
act on own initiative where appropriate in responding to incoming mail.
Act as a focal
point for the clinical team. Provide a friendly
and professional service, deal with enquiries from a multitude of sources
following Trust policies and standard operating procedures. Liaise with GPs, other hospitals, patients,
internal medical/non-medical staff and medical/non-medical external staff by a
variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis.
Assist clinicians with administrative tasks, e.g.
utilising IT systems or ensuring paper forms are completed and sent to relevant
departments in a timely manner in line with service specific standard operating
procedures.
To ensure all duties are undertaken in line with standard
operating procedures and to enable the achievement of Trust and Service
specific Key Performance Indicators.
To request,
cancel and re-arrange appointments when necessary.
Frequently receive
and respond appropriately to telephone and personal enquiries from patients,
relatives, GPs, other consultants and external bodies, referring enquiries to
the consultants / clinical team where necessary. This will require analysis of queries/issues,
making judgements about how to deal with them and escalating as
appropriate. This may require the use of
tact/ empathic or reassurance skills. In addition, persuasive skills are often
required where agreement or co-operation is required in trying to avoid Trust
complaints.
Prioritise and
ensure clinical investigations are acted upon appropriately and timely, within
standard operating procedures and meeting KPIs.
Accurate
recording of all paper/computerised patient records, updating and amending
information timely and within standard operating procedures.
Undertake routine
or ad hoc data validation as directed.
Preparation of
documentation for MDTs.
Keep an up to
date and accurate record of patient case notes entering and leaving the
department. Sourcing and distribution of
case notes to other departments and hospitals e.g. File Tracker/relevant IT
system.
Undertake typing
of medical correspondence using copy, audio tapes and relevant IT systems to a
high and accurate standard. This may include clinic letters, medico-legal
reports and other administrative work.
Keep appropriate
statistical records/information as and when required for the clinical team for
audit purposes. Provision of statistical
returns required at regular intervals.
This may involve entering statistical data onto databases.
Responsible for
the receipt of referral letters with timely input onto the computerised IT
Systems and ensuring that all patients demographic information is recorded
accurately in order to arrange outpatient appointments for clinics in accordance
with service specific requirements.
To be responsible
for ensuring copies of correspondence are stored in the patients records in
accordance standard operating procedures.
To attend
meetings and appropriate Committees to provide secretarial support by taking
minutes and arranging meetings, as and when required. This could include support to Consultants in
their special interests role(s), eg Clinical Tutor, Child Protection, etc.
To be responsible
for the confidential management of patient records and ensure that all
documentation is returned to the appropriate department timely within standard
operating procedures.
To be responsible
for the preparation of patient records for admission, transfer and discharge in
a timely manner as and when required.
The post holder
will give relevant assistance and training as and when required to support all
colleagues.
To carry out
general administration duties and provide clerical assistance, as required.
To send and
receive faxes in a 'safe haven' environment as per Trust policy.
Ensure that all
Hospital records are tracked and booked using the Trusts File Tracker computer
system, or other relevant IT system.
Person Specification
Skills and Abilities
Essential
- Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required.
- Ability to deal with conflict.
- Good time management skills.
- Ability to engage and motivate others.
- High standard of accuracy.
- High level of initiative.
- Flexibility and able to adapt to change.
- Able to work as part of a team.
- Strong analytical skills.
- Ability to establish and maintain effective working relationships.
Experience
Essential
- Medical secretarial experience.
- Experience and knowledge of multi-disciplinary team working.
- Secretarial experience.
- Experience of working with filing systems.
- Experience of good customer or patient care.
- Working with computer software programmes such as Microsoft Office, e-mail, and internet.
- Experience of scheduling/co-ordination activities and/or resources.
- RIS Experience.
Desirable
- Previous NHS administrative role.
- Experience of working with patients requiring health care.
- Experience with NHS/Healthcare software systems.
- Experience of working with confidential material.
Qualifications
Essential
- Sound educational background (4 GCSEs, grade C or above).
- Radiology Medical Terminology.
Desirable
- IT qualifications e.g. ECDL.
- Medical Secretary Diploma.
- Shorthand Qualification.
- RSA Level 3 typing/word processing or equivalent qualification or experience.
- ECDL or equivalent qualification.
Knowledge and Awareness
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Awareness of own limitations.
Desirable
- Knowledge of Trust Policies.
Personal Attributes
Essential
- Confident.
- Calm under pressure.
- Flexible approach to working arrangements.
- Strong attention to detail and accuracy.
- Self-motivated.
- Professional appearance.
Desirable
- Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development).
Other
Essential
- Ability to satisfy Occupational Health screening.
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality.
Person Specification
Skills and Abilities
Essential
- Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required.
- Ability to deal with conflict.
- Good time management skills.
- Ability to engage and motivate others.
- High standard of accuracy.
- High level of initiative.
- Flexibility and able to adapt to change.
- Able to work as part of a team.
- Strong analytical skills.
- Ability to establish and maintain effective working relationships.
Experience
Essential
- Medical secretarial experience.
- Experience and knowledge of multi-disciplinary team working.
- Secretarial experience.
- Experience of working with filing systems.
- Experience of good customer or patient care.
- Working with computer software programmes such as Microsoft Office, e-mail, and internet.
- Experience of scheduling/co-ordination activities and/or resources.
- RIS Experience.
Desirable
- Previous NHS administrative role.
- Experience of working with patients requiring health care.
- Experience with NHS/Healthcare software systems.
- Experience of working with confidential material.
Qualifications
Essential
- Sound educational background (4 GCSEs, grade C or above).
- Radiology Medical Terminology.
Desirable
- IT qualifications e.g. ECDL.
- Medical Secretary Diploma.
- Shorthand Qualification.
- RSA Level 3 typing/word processing or equivalent qualification or experience.
- ECDL or equivalent qualification.
Knowledge and Awareness
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Awareness of own limitations.
Desirable
- Knowledge of Trust Policies.
Personal Attributes
Essential
- Confident.
- Calm under pressure.
- Flexible approach to working arrangements.
- Strong attention to detail and accuracy.
- Self-motivated.
- Professional appearance.
Desirable
- Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development).
Other
Essential
- Ability to satisfy Occupational Health screening.
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality.
Additional information
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).