The Mid Yorkshire Teaching NHS Trust
This job is now closed
An opportunity has arisen for three enthusiastic and organised individuals within the Division of Surgery at Mid Yorkshire NHS Hospital Trust as Medical Secretaries.
This is an exciting opportunity to work alongside the surgical team to enhance and support the delivery of patient centered care within the trust.
These positions are 37.5 hours, initially based within the General Surgery Department, Breast Department and ENT Department. Working days are negotiable with the successful candidate.
Main duties of the job
The ideal candidates 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 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 initially within General Surgery as required 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 candidates 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.
All positions are 37.5 hours, based in the General Surgery Department, Breast Department and ENT Department.
We provide care and support to over half a million people in Wakefield and Kirklees in their homes, in community settings and across our three hospital sites at Pontefract, Dewsbury and Pinderfields (in 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 the best place to receive care.
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.
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/scanning 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, digital dictation 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), e.g 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 scanned documents via secure NHS email 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.
Knowledge and Awareness
Skills & Abilities
Certificate of Sponsorship
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).