Job summary
We are looking for a secretary tojoin the friendly team in Histopathology at Broomfield Hospital
This support role is vital to the smooth running of the department. The role includes being PA to a team of 9 Consultant Histopathologists, typing letters, and accurately transcribing all histology, cytology and PM reports for the consultant within the department. The role will also include dealing with mail and telephone enquiries from a variety of sources. Hence it will be advantageous to have worked in a laboratory office environment previously, especially in histology, and some IT experience would be of benefit.
Cellular Pathology at Broomfield Hospital is a busy department that incorporates Histology and Non-gynae sample preparations. The department handles approximately 30,000 specimens p.a. (including non-gynae cytology) and specialises in Breast; Head & Neck; upper GI and lymphoma work and has close liaison with oncology research trials and Anglia Ruskin University.
The laboratory is working towards UKAS accreditation and is licensed by HTA.
If you are interested in the role and believe you hold the qualities we require, then apply today!
Main duties of the job
- To provide an efficient and effective secretarial and administrative service within Cellular Pathology
- To provide a professional, confidential and effective medical secretarial and administrative support service to the consultant histopathologists within the department.
- To provide comprehensive secretarial support to the SpRs and senior laboratory staff and to accurately transcribe all histology/cytology reports for the consultants within the department.
- Maintaining the reputation of the Specialty and Trust in all correspondence with external parties
- Working with all contacts to ensure that all changing targets are met in this pressurized environment
About us
Mid and South Essex NHS Foundation Trust is now one of the largest in the country, with a workforce of approximately 15,000 who serve a population of 1.2 million people.
We work together, and in conjunction with MSE Health and Care Partnership, to deliver excellent local and specialist services, to improve the health and wellbeing of our patients in a compassionate way, and provide a respectful, but vibrant place for staff to develop, innovate and build careers.
From facilities through to consultant specialists we want to be the best, to achieve this we need to recruit not just those who are the finest in their field but also those who have the potential to be. Yes, experience is important but so is outlook - if you are dynamic, forward-thinking and enthusiastic we want you to join us.
We not only offer you a good working environment with flexible working opportunities, but also the opportunity to develop your career with access to appropriate training for your job and the support to succeed and progress
Job description
Job responsibilities
For full details about this varied and rewarding role, please see attached job description, but some of the responsibilities include
- Respond promptly and effectively and appropriately to telephone and personal enquiries
- Prioritise workload and complete within prescribed timescales
- Deal with all correspondence appropriately (electronic and paper based)
- Accurately and appropriately maintain manual and computerised records
- Maintain effective communication (verbal/written) with consultants, G.P.s, patients etc.
- Give guidance and support to new and temporary secretaries when required, acting as a Trainer / Coach / Mentor as appropriate.
- Maintain effective communication (verbal/written) with consultants, GPs, patients etc.
- Responsible for accurate and precise data input including proof-reading for the consultants prior to forwarding for authorisation, printing and final dispatch of reports.
Job description
Job responsibilities
For full details about this varied and rewarding role, please see attached job description, but some of the responsibilities include
- Respond promptly and effectively and appropriately to telephone and personal enquiries
- Prioritise workload and complete within prescribed timescales
- Deal with all correspondence appropriately (electronic and paper based)
- Accurately and appropriately maintain manual and computerised records
- Maintain effective communication (verbal/written) with consultants, G.P.s, patients etc.
- Give guidance and support to new and temporary secretaries when required, acting as a Trainer / Coach / Mentor as appropriate.
- Maintain effective communication (verbal/written) with consultants, GPs, patients etc.
- Responsible for accurate and precise data input including proof-reading for the consultants prior to forwarding for authorisation, printing and final dispatch of reports.
Person Specification
Education and qualifications
Essential
- Good standard of general education to GCSE standard or equivalent. Grade A to C in English and mathematics. Secretarial qualifications - RSA examination level 3, word processing +/- typing. Audio and typewriting speed 60wpm+ Experience of Microsoft office products
Desirable
- ECDL qualification or willingness to undertake.
Knowledge & Experience
Essential
- Experience in office and secretarial work. Meeting minutes Extensive knowledge of medical terminology Data inputting - Accurate spelling and understanding of all medical terminology. Experience of using audio typing digital technology. Competence in all functionalities of Microsoft Word and Outlook.
Desirable
- A working competence in all other Microsoft software packages (Excel, PowerPoint, Access). Experience of working with Consultants or GPs.
Skills and Aptitudes
Essential
- Able to work unsupervised on a day to day basis. Able to communicate effectively both orally and written. Able to maintain complete confidentiality at all times. Abide by the Trusts Staff Charter at all times. Able to concentrate for long periods of time, whilst being frequently interrupted
Desirable
- Effective analytical and judgemental skills Experience of using advanced interpersonal skills.
Personal attributes
Essential
- Able to prioritise workload. Able to work effectively as a team. Able to use own initiative. Highly methodical and organised. Empathetic, reassuring in sensitive situations. Calm under pressure. Approachable. Ability to be tactful and persuasive when dealing with difficult situations. Able to cope with sometimes distressing reports, particularly from post mortems
Desirable
- Able to consistently adopt behaviours that demonstrate a commitment to and understanding of the Trust values to towards everyone who uses or delivers our patient services.
Person Specification
Education and qualifications
Essential
- Good standard of general education to GCSE standard or equivalent. Grade A to C in English and mathematics. Secretarial qualifications - RSA examination level 3, word processing +/- typing. Audio and typewriting speed 60wpm+ Experience of Microsoft office products
Desirable
- ECDL qualification or willingness to undertake.
Knowledge & Experience
Essential
- Experience in office and secretarial work. Meeting minutes Extensive knowledge of medical terminology Data inputting - Accurate spelling and understanding of all medical terminology. Experience of using audio typing digital technology. Competence in all functionalities of Microsoft Word and Outlook.
Desirable
- A working competence in all other Microsoft software packages (Excel, PowerPoint, Access). Experience of working with Consultants or GPs.
Skills and Aptitudes
Essential
- Able to work unsupervised on a day to day basis. Able to communicate effectively both orally and written. Able to maintain complete confidentiality at all times. Abide by the Trusts Staff Charter at all times. Able to concentrate for long periods of time, whilst being frequently interrupted
Desirable
- Effective analytical and judgemental skills Experience of using advanced interpersonal skills.
Personal attributes
Essential
- Able to prioritise workload. Able to work effectively as a team. Able to use own initiative. Highly methodical and organised. Empathetic, reassuring in sensitive situations. Calm under pressure. Approachable. Ability to be tactful and persuasive when dealing with difficult situations. Able to cope with sometimes distressing reports, particularly from post mortems
Desirable
- Able to consistently adopt behaviours that demonstrate a commitment to and understanding of the Trust values to towards everyone who uses or delivers our patient services.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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).
