Job summary
1 x 18.75 hours per week
Wakefield Community Services
are seeking an experienced Medical Secretary to support the services delivered
across the Wakefield area. This is both
a demanding and rewarding role and it is essential that the successful
applicant is able to work effectively as part of the team, supporting and
assisting colleagues, whilst prioritising and managing a diverse workload.
The post holder will be
responsible for the effective provision of a comprehensive
secretarial/administrative service to a team of Consultants and doctors, working
primarily to support the Clinical Lead, but also providing support within Enhanced
Team West based at Drury Lane Health & Wellbeing Centre.
Previous Medical
Secretarial experience and knowledge of medical terminology would be preferred,
but is not essential. Recent extensive
secretarial experience is essential.
At the time of
advertising, this role does not meet the minimum requirements set by UK Visas
and Immigration to sponsor candidates to work in the UK. For this reason, we
are unable to sponsor anyone for a skilled worker visa for this role.
All employees of the Trust are strongly
encouraged to be fully vaccinated against COVID-19 to protect patients.
Main duties of the job
The
successful applicant will act as the focal point of contact and be responsible
for the dissemination of information, messages and enquiries for the Clinical
Lead liaising with multi-disciplinary team members, as well as other health
professionals/staff both internally and externally.
This
Medical Secretary post, working primarily for the Clinical Lead, is responsible
for supporting the Clinical Lead with his/her duties which include working with
other medics within the service to ensure all management duties are carried
out. These may include dealing with
locum doctors, trainees etc . Other
medical secretary duties will include transcribing audio files accurately using
digital dictation, within the Trust timeframes, including any additional tasks
e.g. follow up appointments, letters to other professionals etc.
Applicants
must have excellent interpersonal, organisational, and time management skills
and be able to work under pressure as well as exceptional communication skills
combined with a committed and flexible approach to working as part of a team.
We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms.Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.
About us
We
are a specialist NHS Foundation Trust that provides community, mental health
and learning disability services for the people of Barnsley, Calderdale,
Kirklees and Wakefield. We also provide low and medium secure services and are
the lead for the west Yorkshire secure provider collaborative.
Our mission is
to help people reach their potential and live well in their communities, we do this
by providing high-quality care in the right place at the right time. We employ
staff in both clinical and non-clinical services who work hard to make a
difference to the lives of service users, families and carers.
We encourage
and welcome applications from all protected characteristic groups, we value
diversity and want our workforce to be reflective of our communities.
Being
a foundation Trust means were accountable to our
members, who can have a say in how were run. Around 14,300 local people
(including staff) are members of our Trust.
Join
us and you will be one of over 4,500 staff committed to supporting and improving
the mental, physical and social needs of the thousands of people we meet and
help each year.
We
are committed
to safeguarding and promoting the welfare of children, young people and
vulnerable adults and expects all colleagues and volunteers to share this
commitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job description
Job responsibilities
Service
user contact referred to in this Job description will only apply when working
within a clinical area.
The
post-holder will:
Under the supervision/direction of the Line
Manager/Admin Supervisor, seeking support as and when necessary, provide a comprehensive,
confidential, Secretarial/administrative service to clinical/support services,
in an efficient and confidential manner.
Provide services within well-established
policies, procedures, protocols, guidelines, whilst acting within the required
sphere of competences for the role at all times.
Demonstrate sound knowledge of the
service to enable the post holder
to contribute and inform decision making within the service.
May work within clinical environments where
conflict resolution may be required.
Act as principal point of contact
for users of the service e.g. individuals from within/outside the Trust, service
users and members of the public etc.
Work flexibly to meet the needs of the
service.
Develop and maintain good working relationships
by being, flexible, adaptable, polite, positive and empathetic, communicating
effectively and informatively.
Work with sensitivity and have a
good understanding of the service provision and issues experienced by its users.
Prioritise own tasks, exercising a degree of independence,
initiative and judgement. Assess situations,
identify and resolve potential problems within own skill set. Refer and seek
guidance on issues outside of postholders level of competency or authority
to the Line Manager.
Work within
well-established departmental/Trust policies, procedures, protocols, guidelines
and established service delivery plans at all times.
Use effective verbal/written communication
at
all times,
incorporating tact, empathy, consideration, courtesy and confidentiality.
Adapt style of communication to respond to others user communication difficulties.
Ensure the service experienced
is positive
and service user confidentiality is maintained
at all times. Treat users
of the service, colleagues etc, with respect, dignity, courtesy
and in accordance with the Trusts Values.
KEY RESULT
AREAS:
1.1 Service provision
To
assist the department with office duties, for example:
Word processing of correspondence /reports/ other
documents accurately via copy or audio from medics, which will include
tribunal reports, medical care plans.
To take and transcribe minutes.
Dealing with telephone calls/ messages.
Arrange/Re-arranging/Cancel clinical appointments.
Photocopying/ Filing/ Scanning.
Receiving visitors.
Monitor and maintain department stationery supplies.
Reporting faults.
Mail handling.
Arranging meetings, hospitality, venues, distributing
agenda/notes.
Managing diaries.
Create and Maintain Spreadsheets.
Implement policy/procedure.
Demonstrate duties to new starters.
Provide cover for other members of the team.
Deliver
excellent levels of service by regularly assessing, problem solving, evaluating
and reporting to the Line Manager/Admin Supervisor, in a timely and proactive
manner when these standards have not been met, enabling appropriate
action to be taken. Implement planned
actions in response, communicating changes as
appropriate.
Assist the Line
Manager/Admin Supervisor as required.
Proactively and positively contribute to the achievement of business
outcomes through individual and team effort, with the focus being on
delivering excellent
customer services.
Assist in the
promotion of an open, welcoming, person-centred culture for service users. Seek
and support feedback from service users to
aid service improvement as required.
For full job description, please see attached supporting documents.
Job description
Job responsibilities
Service
user contact referred to in this Job description will only apply when working
within a clinical area.
The
post-holder will:
Under the supervision/direction of the Line
Manager/Admin Supervisor, seeking support as and when necessary, provide a comprehensive,
confidential, Secretarial/administrative service to clinical/support services,
in an efficient and confidential manner.
Provide services within well-established
policies, procedures, protocols, guidelines, whilst acting within the required
sphere of competences for the role at all times.
Demonstrate sound knowledge of the
service to enable the post holder
to contribute and inform decision making within the service.
May work within clinical environments where
conflict resolution may be required.
Act as principal point of contact
for users of the service e.g. individuals from within/outside the Trust, service
users and members of the public etc.
Work flexibly to meet the needs of the
service.
Develop and maintain good working relationships
by being, flexible, adaptable, polite, positive and empathetic, communicating
effectively and informatively.
Work with sensitivity and have a
good understanding of the service provision and issues experienced by its users.
Prioritise own tasks, exercising a degree of independence,
initiative and judgement. Assess situations,
identify and resolve potential problems within own skill set. Refer and seek
guidance on issues outside of postholders level of competency or authority
to the Line Manager.
Work within
well-established departmental/Trust policies, procedures, protocols, guidelines
and established service delivery plans at all times.
Use effective verbal/written communication
at
all times,
incorporating tact, empathy, consideration, courtesy and confidentiality.
Adapt style of communication to respond to others user communication difficulties.
Ensure the service experienced
is positive
and service user confidentiality is maintained
at all times. Treat users
of the service, colleagues etc, with respect, dignity, courtesy
and in accordance with the Trusts Values.
KEY RESULT
AREAS:
1.1 Service provision
To
assist the department with office duties, for example:
Word processing of correspondence /reports/ other
documents accurately via copy or audio from medics, which will include
tribunal reports, medical care plans.
To take and transcribe minutes.
Dealing with telephone calls/ messages.
Arrange/Re-arranging/Cancel clinical appointments.
Photocopying/ Filing/ Scanning.
Receiving visitors.
Monitor and maintain department stationery supplies.
Reporting faults.
Mail handling.
Arranging meetings, hospitality, venues, distributing
agenda/notes.
Managing diaries.
Create and Maintain Spreadsheets.
Implement policy/procedure.
Demonstrate duties to new starters.
Provide cover for other members of the team.
Deliver
excellent levels of service by regularly assessing, problem solving, evaluating
and reporting to the Line Manager/Admin Supervisor, in a timely and proactive
manner when these standards have not been met, enabling appropriate
action to be taken. Implement planned
actions in response, communicating changes as
appropriate.
Assist the Line
Manager/Admin Supervisor as required.
Proactively and positively contribute to the achievement of business
outcomes through individual and team effort, with the focus being on
delivering excellent
customer services.
Assist in the
promotion of an open, welcoming, person-centred culture for service users. Seek
and support feedback from service users to
aid service improvement as required.
For full job description, please see attached supporting documents.
Person Specification
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
- Must be willing/able to undergo job development and training and maintain skills.
Experience
Essential
- Recent Secretarial/administrative experience.
- Copy /audio typing if applicable to role.
- Note/minute taking.
- In using email, maintaining and updating paper and electronic diaries, arranging meetings.
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook, PowerPoint etc.
- In working as an effective team member with minimum supervision.
- In working in a busy environment with competing demands.
- Understanding of the need to maintain strict confidentiality.
- In using a degree of initiative.
- In organising and prioritising own tasks in order to meet deadlines.
Desirable
- In working in a caring environment.
- In dealing with the public.
- Of NHS software programme.
- Leadership skills.
- Customer Care skills.
- Excellent IT skills.
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).
Special Knowledge and Skills
Essential
- Good written communication skills, with the ability to deal with and prepare routine written correspondence.
- Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
- In, decision-making and prioritisation.
- Knowledge of Data Protection Act.
- Customer care skills.
- Good interpersonal skills.
- Diversity/Cultural understanding.
- Resilience to pressure and exposure to emotional, distressing situations.
- Non-judgemental, empathetic manner.
- Able to use observation skills to identify potential risks and act appropriately.
- Demonstrates Trust Values.
- Able to fulfil the requirements of the Trusts value based induction.
Desirable
- Knowledge of information governance.
- Problem solving skills.
Qualifications
Essential
- Must be appropriate to the role:
- NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject e.g. business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach.
- Dress appropriately for the environment.
- Ability to travel around the Trust as appropriate to role.
Person Specification
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
- Must be willing/able to undergo job development and training and maintain skills.
Experience
Essential
- Recent Secretarial/administrative experience.
- Copy /audio typing if applicable to role.
- Note/minute taking.
- In using email, maintaining and updating paper and electronic diaries, arranging meetings.
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook, PowerPoint etc.
- In working as an effective team member with minimum supervision.
- In working in a busy environment with competing demands.
- Understanding of the need to maintain strict confidentiality.
- In using a degree of initiative.
- In organising and prioritising own tasks in order to meet deadlines.
Desirable
- In working in a caring environment.
- In dealing with the public.
- Of NHS software programme.
- Leadership skills.
- Customer Care skills.
- Excellent IT skills.
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).
Special Knowledge and Skills
Essential
- Good written communication skills, with the ability to deal with and prepare routine written correspondence.
- Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
- In, decision-making and prioritisation.
- Knowledge of Data Protection Act.
- Customer care skills.
- Good interpersonal skills.
- Diversity/Cultural understanding.
- Resilience to pressure and exposure to emotional, distressing situations.
- Non-judgemental, empathetic manner.
- Able to use observation skills to identify potential risks and act appropriately.
- Demonstrates Trust Values.
- Able to fulfil the requirements of the Trusts value based induction.
Desirable
- Knowledge of information governance.
- Problem solving skills.
Qualifications
Essential
- Must be appropriate to the role:
- NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject e.g. business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach.
- Dress appropriately for the environment.
- Ability to travel around the Trust as appropriate to role.
