Job summary
The
Division of Medicine at Mid Yorkshire Hospitals NHS Trust has some exciting opportunities
for Medical Secretaries within our division.
We are looking to appoint on a permanent basis full time and part time
Medical Secretaries within Cardiology, Respiratory, Elderly Medicine and
Clinical Hematology.
We
would welcome applicants who are self-motivated, committed and have the
confidence to work on their own initiative with excellent organisational and
prioritisation skills. You will have attained
a RSA Level 3 typing/word processing qualification, Business administration or
equivalent qualification or experience.
We
would welcome any interested candidates to contact either Donna Maddox-Cliff,
Team Leader Cardiology or Annette Abiagom, Respiratory Team Leader for further
information.
Please note interviews for these posts will take place on Thursday 3rd August 2023 at Pinderfields Hospital - location and times will be confirmed if successful for interview.
Main duties of the job
Strong
interpersonal and communication skills are essential, as the role requires
liaising with Managers, Consultants, Hospital Staff and patients and their
carers on a daily basis.
The successful
candidate will be responsible for supporting our Consultants and Junior doctors
within the service.
You will work
within a diverse secretarial team and will support your team during periods of
absence or increased workloads. You will
provide support to other services within the division if this is required.
The successful
candidate will share the Mid Yorkshire Hospital Trust Core Values. Take responsibility for own actions and
provide the best possible service and patient experience through setting high
standards.
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
Key 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.
Job description
Job responsibilities
Key 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.
Person Specification
Qualifications
Essential
- RSA Level 3 typing/word processing, Business Administration or equivalent qualification or experience
- Sound educational background (4 GCSEs, grade C or above)
Desirable
- IT qualifications e.g. ECDL
- Medical Secretary Diploma
- Shorthand Qualification
- Medical Terminology
- RSA Level 3 typing/word processing or equivalent qualification or experience
Experience
Essential
- Experience and knowledge of multi-disciplinary team working
- Secretarial/Administration experience
- Experience of good customer or patient care
- Working with computer software programmes such as Microsoft Office, e-mail and internet
Desirable
- Experience of scheduling/co-ordination activities and/or resources
- Medical secretarial experience
- Previous NHS administrative role
- Experience of working with patients requiring health care
- Experience with NHS/healthcare software systems
- Experience of working with confidential material
Knowledge and Awareness
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Awareness of own limitations.
Desirable
- Knowledge of Trust Policies
Person Specification
Qualifications
Essential
- RSA Level 3 typing/word processing, Business Administration or equivalent qualification or experience
- Sound educational background (4 GCSEs, grade C or above)
Desirable
- IT qualifications e.g. ECDL
- Medical Secretary Diploma
- Shorthand Qualification
- Medical Terminology
- RSA Level 3 typing/word processing or equivalent qualification or experience
Experience
Essential
- Experience and knowledge of multi-disciplinary team working
- Secretarial/Administration experience
- Experience of good customer or patient care
- Working with computer software programmes such as Microsoft Office, e-mail and internet
Desirable
- Experience of scheduling/co-ordination activities and/or resources
- Medical secretarial experience
- Previous NHS administrative role
- Experience of working with patients requiring health care
- Experience with NHS/healthcare software systems
- Experience of working with confidential material
Knowledge and 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).
