Job summary
***Please note, the contract is due to start in September 2025***
An exciting opportunity has arisen to join the Ophthalmology department.
The post-holder will support the provision of an efficient and comprehensive secretarial support service to the consultants, specialist nurses and other medical staff, prioritising work to ensure deadlines are met. To maintain a high standard secretarial service to meet the needs of the clinical team within the Directorate, ensuring successful organisation of workload using time management, whilst remaining calm when responding to changing priorities.
The post-holder must observe and work within the Trust's Confidentiality Policy at all times.
Main duties of the job
ORGANISATION
- Ensure the smooth running of the office including the assessment of priorities and the initiation of preparatory action.
- Ensure the results of tests and investigations for patients are received; shown to medical staff and all relevant ongoing arrangements are carried out.
- To arrange and service meetings as required.
- Following guidance work within defined national and local targets e.g. 18 weeks and cancer target and monitor on a regular basis, identifying potential breaches.
- Ensuring MDT follow up actions are completed within a timely manner.
- To provide cover for secretarial colleagues during periods of annual leave and absence within contracted hours.
- To provide cover for the Audio Typist/Admin Support during periods of absence to meet the needs of and ensure continuity of service within the office.
- Under the direction of the Business Support Officer implement procedural changes to working systems/processes.
- Assists in the co-ordination of outpatient clinics and/or theatre lists, booked/planned admissions applicable to speciality, liaising with the Admissions Office ensuring efficient utilisation of theatre time/bed capacity. Being responsive to changing circumstances
- Completion of a monthly stationary order for the department
About us
At Harrogate and District NHS Foundation Trust we provide outstanding care to both our patients and our staff. We support staff through benefits, health and wellbeing initiatives and opportunities for personal and professional development.
- An inclusive and supportive culture our Trust encourages staff to bring their whole selves to work and active Staff Networks identify areas for improvement.
- Staff Recognition - as well as regular appraisals, we recognise staff with our Making a Difference, Team of the Month Awards & Colleague Recognition Awards
- Employee Support and wellbeing - we have a comprehensive Employee Assistance Programme, counselling service and fast track physiotherapy service for employees.
- Staff Benefits - We have a range of staff benefits and schemes to support staff health, engagement, wellbeing and inclusion.
Job description
Job responsibilities
Please see attached Job Description and Person Specification. If you have any questions, please contact Charlotte Donnelly.
Job description
Job responsibilities
Please see attached Job Description and Person Specification. If you have any questions, please contact Charlotte Donnelly.
Person Specification
Qualifications
Essential
- Knowledge of Microsoft Office packages e.g. Word, PowerPoint, Excel and other IT skills acquired through training and practical experience including internet/web skills
- A good standard of general education to GCSE level (including English Language at Grade C or above) or equivalent
Desirable
- Medical Secretaries Diploma or equivalent
- ECDL
- NVQ 2 Business Admin
Experience
Essential
- Typing and secretarial experience
- Touch typing skills
- Experience working in an administration environment
Desirable
- Medical secretarial support
- NHS Experience
- Audio typing experience
Knowledge
Essential
- Computer literate
- Ability to maintain confidentiality at all times
- Commitment to Continuing Professional Development
Desirable
- Knowledge of 18 weeks and CWT's
Skills and Aptitudes
Essential
- Excellent verbal and written communication skills
- Able to prioritise
- High standard of grammar and spelling
- Ability to work calmly, confidently and efficiently under pressure and to meet deadlines
- Well organised
- Good time management and attendance
- Patient focused
- Shows initiative
- Highly motivated
- Able to communicate sensitively and tactfully with patients and carers
- Friendly and professional telephone manner
- Flexible and open to change
- Able to follow Trust policies and procedures
Person Specification
Qualifications
Essential
- Knowledge of Microsoft Office packages e.g. Word, PowerPoint, Excel and other IT skills acquired through training and practical experience including internet/web skills
- A good standard of general education to GCSE level (including English Language at Grade C or above) or equivalent
Desirable
- Medical Secretaries Diploma or equivalent
- ECDL
- NVQ 2 Business Admin
Experience
Essential
- Typing and secretarial experience
- Touch typing skills
- Experience working in an administration environment
Desirable
- Medical secretarial support
- NHS Experience
- Audio typing experience
Knowledge
Essential
- Computer literate
- Ability to maintain confidentiality at all times
- Commitment to Continuing Professional Development
Desirable
- Knowledge of 18 weeks and CWT's
Skills and Aptitudes
Essential
- Excellent verbal and written communication skills
- Able to prioritise
- High standard of grammar and spelling
- Ability to work calmly, confidently and efficiently under pressure and to meet deadlines
- Well organised
- Good time management and attendance
- Patient focused
- Shows initiative
- Highly motivated
- Able to communicate sensitively and tactfully with patients and carers
- Friendly and professional telephone manner
- Flexible and open to change
- Able to follow Trust policies and procedures
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).
