Job summary
An exciting opportunity has become available within our well established Medical Secretary Team in Haematology at Pinderfields Hospital, for a full time Band 3 Medical Secretary, working 37.5 hours per week, Monday to Friday core office hours [part time hours considered].
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 using digital dictation, ECDL or equivalent qualification and 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 for the successful candidate.
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.
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
Main duties of the job
The post-holder will be
required to provide a comprehensive secretarial service relating to NHS work
for a clinical team in the department in accordance with Trust policies and
procedures.
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 post holder will have an
understanding of the service requirements, and an appreciation of the concerns
and queries of patients and carers.
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.
- 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 to provide secretarial support by taking minutes and arranging meetings, as and when required.
- 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
- 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.
- 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 to provide secretarial support by taking minutes and arranging meetings, as and when required.
- 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 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 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
- 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
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
Knowledge & 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 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 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
- 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
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
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).
