Job summary
We are looking
for a friendly, hardworking individual with good communication skills to join
the Speciality Medicine Team at The Mid Yorkshire Teaching NHS Trust. An ideal
post for someone looking to develop their NHS career, the post holder will have
a 'can do' attitude and have experience of working in a busy NHS environment. We have Medical Secretary vacancies in Diabetes & Endocrinology, Dermatology and Respiratory Medicine, full time and part time vacancies available.
Interviews will take place on Wednesday 15th May 2024 from 9.30am in the Diabetes Centre at Pinderfields Hospital.
Main duties of the job
The post holder
will be directly responsible to the Team Leader and will work in close liaison
with the consultants and their team. The
post holder will have excellent typing, administration and communication
skills. You will need to ensure all clinical correspondence is typed and
processed within specific timescales and have very good attention to detail.
The
day-to-day working relationships include face-to-face, telephone and electronic
communication, other administrative and clerical staff, all staff groups within
the Trust, numerous outside agencies including patients, their carers, GPs and
other hospitals.
We are
committed to equal opportunities and improving the working lives of our staff
and will aim to consider applications to work full time or part time.
The post holder
will work flexibly with other secretarial colleagues in the overall provision
of secretarial support to the Specialist Medicine Team.
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 audio
transcription 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
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 audio
transcription 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
Qualifications
Essential
- RSA Level 3 typing/word processing or equivalent qualification (business administration) 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 (business administration) or experience.
Other
Essential
- Ability to satisfy Occupational Health screening
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality
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
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
Qualifications
Essential
- RSA Level 3 typing/word processing or equivalent qualification (business administration) 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 (business administration) or experience.
Other
Essential
- Ability to satisfy Occupational Health screening
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality
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
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).
