Job summary
An
opportunity has arisen for an enthusiastic and organised individual within the
Division of Surgery at Mid Yorkshire NHS Hospital Trust as a Medical Secretary.
This
is an exciting opportunity to work alongside the surgical team to enhance and
support the delivery of patient centered care within the trust.
This
position is 37.5 hours, initially based within the general surgery department.
Main duties of the job
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 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 surgey 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 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.
This
position is 37.5, initially based within the general surgery department.
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 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.
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/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.
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.
Personal Attributes
Essential
- Confidence and ability to establish effective working relationships.
- Calm under pressure.
- Flexible approach to working arrangements.
- Strong attention to detail and accuracy.
- Self-motivated.
- Working within Trust policies and procedures, and referring to Line Manager as appropriate.
- Appropriate physical skills in accordance with the role requirements e.g. speed, accuracy, dexterity.
- Professional appearance.
- Patient focused.
Desirable
- Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development
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-ordinating 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 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 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.
Personal Attributes
Essential
- Confidence and ability to establish effective working relationships.
- Calm under pressure.
- Flexible approach to working arrangements.
- Strong attention to detail and accuracy.
- Self-motivated.
- Working within Trust policies and procedures, and referring to Line Manager as appropriate.
- Appropriate physical skills in accordance with the role requirements e.g. speed, accuracy, dexterity.
- Professional appearance.
- Patient focused.
Desirable
- Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development
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-ordinating 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 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).
