Job summary
An
exciting opportunity has arisen for a permanent Medical Secretary within the
Community Paediatrics Service. The successful candidates will provide effective/efficient
administration support within the Community Paediatric department, the post
will be based at Pinderfields Hospital, Wakefield.
We are looking for a highly
motivated individual to provide a high standard of audio typing / clerical
support. The successful candidate must be able to work using their own
initiative, but also as part of a team.
We
offer support through a structured period of induction, and opportunities for
professional development in a supportive environment.
Main duties of the job
General secretarial duties will include the typing of correspondence, clinic letters, Medical Reports, dealing with telephone enquiries, booking clinic appointments and supporting the 18wk referral to treatment targets. We are looking for a highly motivated, flexible and hard working person.
Excellent
communication and administrative skills are essential for this role, along with
a keen eye for accuracy and detail. Organisational skills are also essential.
Consultant diaries and associated clinical activity must be kept up to date to
ensure the service we provide to our patients runs smoothly and efficiently.
A
working knowledge of general office procedures and Microsoft packages is
required, but full training will be given in the use of SystmOne, previous knowledge
would be advantagous as would the use of medical terminology.
About us
We are an acute trust caring for over one million people in Wakefield and Kirklees. Our 10,000 staff work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.
We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.
If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.
Application guidance: We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. Its important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.
Job description
Job responsibilities
To ensure post addressed to
the clinical/management 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/management team. Provide a friendly
and professional service, deal with enquiries from a multitude of sources
following Trust policies and standard operating procedures. Liaise with members of the public, external
bodies/agencies and internal staff of all levels by a variety of means i.e.
face to face/phone/e-mail/letter/faxes on a daily basis. 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.
Assist clinical/management
teams 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 undertake diary management, arrange
appointments, schedules, venues (equipment and facilities) and resolve any
conflicting appointments as required.
Prioritise and ensure requests
are acted upon in an appropriate and timely manner, within standard operating
procedures and meeting KPIs.
Accurate recording of
all paper/computerised records, updating and amending information timely and
within standard operating procedures.
Undertake routine or ad
hoc data validation as directed.
Preparation/circulation
of documentation for meetings/within prescribed timescales.
Preparation of other
documents, e.g. policies, procedures, presentations.
preparation of orders and
receiving of goods/services in order to maintain efficient running of the
service.
Undertake typing of
correspondence using copy, audio tapes and relevant IT systems to a high and
accurate standard. This may include letters, reports, minutes of meetings and
other administrative work.
Keep appropriate
statistical records/information as and when required for the clinical/management
team. Provision of statistical returns
required at regular intervals. This may
involve entering statistical data onto databases.
To be responsible for ensuring copies of
correspondence are stored in accordance with standard operating procedures.
To attend meetings and
appropriate Committees to provide secretarial support by taking minutes and
arranging meetings, as and when required.
To be responsible for the confidential management of
records and ensure that all documentation is returned to the appropriate
department in a timely manner and within standard operating procedures.
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.
Job description
Job responsibilities
To ensure post addressed to
the clinical/management 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/management team. Provide a friendly
and professional service, deal with enquiries from a multitude of sources
following Trust policies and standard operating procedures. Liaise with members of the public, external
bodies/agencies and internal staff of all levels by a variety of means i.e.
face to face/phone/e-mail/letter/faxes on a daily basis. 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.
Assist clinical/management
teams 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 undertake diary management, arrange
appointments, schedules, venues (equipment and facilities) and resolve any
conflicting appointments as required.
Prioritise and ensure requests
are acted upon in an appropriate and timely manner, within standard operating
procedures and meeting KPIs.
Accurate recording of
all paper/computerised records, updating and amending information timely and
within standard operating procedures.
Undertake routine or ad
hoc data validation as directed.
Preparation/circulation
of documentation for meetings/within prescribed timescales.
Preparation of other
documents, e.g. policies, procedures, presentations.
preparation of orders and
receiving of goods/services in order to maintain efficient running of the
service.
Undertake typing of
correspondence using copy, audio tapes and relevant IT systems to a high and
accurate standard. This may include letters, reports, minutes of meetings and
other administrative work.
Keep appropriate
statistical records/information as and when required for the clinical/management
team. Provision of statistical returns
required at regular intervals. This may
involve entering statistical data onto databases.
To be responsible for ensuring copies of
correspondence are stored in accordance with standard operating procedures.
To attend meetings and
appropriate Committees to provide secretarial support by taking minutes and
arranging meetings, as and when required.
To be responsible for the confidential management of
records and ensure that all documentation is returned to the appropriate
department in a timely manner and within standard operating procedures.
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.
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
- 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
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
- Experience of SystmOne
Other
Essential
- Ability to satisfy Occupational Health screening
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality
Qualifications
Essential
- RSA Level 3 typing/word processing or equivalent qualification or experience
- Sound educational background (4 GCSEs, grade C or above)
Desirable
- IT qualifications e.g.
- ECDL
- PA/Secretarial Diploma
- Shorthand Qualification
- RSA Level 3 typing/word processing
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
Knowledge & Awareness
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Awareness of own limitations.
Desirable
- Knowledge of Trust Policies
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
- 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
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
- Experience of SystmOne
Other
Essential
- Ability to satisfy Occupational Health screening
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality
Qualifications
Essential
- RSA Level 3 typing/word processing or equivalent qualification or experience
- Sound educational background (4 GCSEs, grade C or above)
Desirable
- IT qualifications e.g.
- ECDL
- PA/Secretarial Diploma
- Shorthand Qualification
- RSA Level 3 typing/word processing
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
Knowledge & Awareness
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Awareness of own limitations.
Desirable
- Knowledge of Trust Policies
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).
