Job summary
An exciting opportunity has arisen to join the Community Paediatrics Secretarial Team within the Medicine Care Groupat Sheffield Children's NHS Foundation Trust. You will work within a team of secretaries providing a range of secretarial administrative services to the clinical teams.
You will be flexible and conscientious and have the ability to work on your own initiative, prioritising your work and meeting deadlines whilst maintaining high standards.
You should be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in your role. You will share the Trust values and be committed to equality, diversity and inclusion.
Main duties of the job
You will be required to provide a comprehensive secretarial service for a clinical team in the department in accordance with Trust policies and procedures.
You should possess excellent verbal and written communication skills in addition to a clear understanding of patient confidentiality. You must possess a good working knowledge of IT packages and the ability to work across a mixed skill team.
The role provides a link between the Trust, the patient and their GP for patients/carers and other healthcare professionals. You will provide a comprehensive, efficient and responsive administration service to the medical staff and their teams
About us
Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people."
- Outstanding patient care
- Brilliant place to work
- Leader in children's health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Job description
Job responsibilities
Main 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 on a daily basis.
- Ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and service specific key performance indicators.
- 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 teams where necessary. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate.
- Arrange investigations and follow up work and ensure that all results are presented to medical staff and subsequently filed into the patients medical record.
- Accurately record all paper/computerised patient records, updating and amending information in a timely manner and within standard operating procedures.
- Undertake routine or ad hoc data validation as required.
- Undertake typing of medical correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work.
- Process and action any direct instructions including checking appointments/review lists/investigations/diagnostic tests/interpreters have been booked as required.
- 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 will involve entering statistical data onto databases.
- To be responsible for ensuring copies of correspondence are stored in the patients record in accordance with standard operating procedures.
- To attend meetings and committees to provide secretarial support by taking meetings and arranging meetings as and when required. This could include support to Consultants with research articles, preparation of teaching materials, etc.
- To be responsible for the preparation of discharge summaries in a timely manner in accordance with the locally agreed standards.
Information and PAS
- Book reviews on to RMTL or TAU in a timely manner ensuring interpreters have been booked as required.
- Understand the 18- week RTT process and knowledge of the Trusts Patient access policy and adhere to these guidelines.
- Accurately informing patients / clinicians of outcomes and information to influence the effective service delivery for all patients.
General
- To carry out general administration duties and provide clerical assistance as required.
- To support the induction and training of new staff within the secretarial service.
- To allocate work to support/relief staff.
- To order and take receipt of general office stationary and equipment and to organise equipment repairs.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Job description
Job responsibilities
Main 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 on a daily basis.
- Ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and service specific key performance indicators.
- 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 teams where necessary. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate.
- Arrange investigations and follow up work and ensure that all results are presented to medical staff and subsequently filed into the patients medical record.
- Accurately record all paper/computerised patient records, updating and amending information in a timely manner and within standard operating procedures.
- Undertake routine or ad hoc data validation as required.
- Undertake typing of medical correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work.
- Process and action any direct instructions including checking appointments/review lists/investigations/diagnostic tests/interpreters have been booked as required.
- 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 will involve entering statistical data onto databases.
- To be responsible for ensuring copies of correspondence are stored in the patients record in accordance with standard operating procedures.
- To attend meetings and committees to provide secretarial support by taking meetings and arranging meetings as and when required. This could include support to Consultants with research articles, preparation of teaching materials, etc.
- To be responsible for the preparation of discharge summaries in a timely manner in accordance with the locally agreed standards.
Information and PAS
- Book reviews on to RMTL or TAU in a timely manner ensuring interpreters have been booked as required.
- Understand the 18- week RTT process and knowledge of the Trusts Patient access policy and adhere to these guidelines.
- Accurately informing patients / clinicians of outcomes and information to influence the effective service delivery for all patients.
General
- To carry out general administration duties and provide clerical assistance as required.
- To support the induction and training of new staff within the secretarial service.
- To allocate work to support/relief staff.
- To order and take receipt of general office stationary and equipment and to organise equipment repairs.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Person Specification
Qualifications
Essential
- 4 GCSEs Grace C or above including English
- RSA III Typing / Word Processing or equivalent qualification or experience
Desirable
- NVQ2 in Business Administration or equivalent
Experience
Essential
- Audio Typing experience
- Experience of working in a multi-disciplinary team
- Experience of working with filing systems
- Experience of good customer or patient care
- Experience of working with difference computer software eg email, internet
- Experience of scheduling /co-ordination of activities and / or resources
Desirable
- Medical Secretarial experience
- Previous NHS experience
- Experience with NHS / Healthcare software systems
- Experience of working with confidential material
Knowledge and Skills
Essential
- Understanding and knowledge of Caldicott and Data Protection Act
- Good verbal and written communication skills with team / clients / relatives using tact when required
- Ability to deal with conflict
- Good time management skills with the ability to work to prioritise work according to deadlines
- Ability to engage with and motivate others
- high standard of accuracy
- Able to work as part of a team and under own initiative
- Strong analytical skills
- Ability to establish and maintain effective working relationships
Desirable
- Knowledge of medical terminology
- Understanding of the 18 week Referral to Treatment (RTT) process
Personal Attributes
Essential
- Adaptable to change
- Attention to detail and accuracy
Person Specification
Qualifications
Essential
- 4 GCSEs Grace C or above including English
- RSA III Typing / Word Processing or equivalent qualification or experience
Desirable
- NVQ2 in Business Administration or equivalent
Experience
Essential
- Audio Typing experience
- Experience of working in a multi-disciplinary team
- Experience of working with filing systems
- Experience of good customer or patient care
- Experience of working with difference computer software eg email, internet
- Experience of scheduling /co-ordination of activities and / or resources
Desirable
- Medical Secretarial experience
- Previous NHS experience
- Experience with NHS / Healthcare software systems
- Experience of working with confidential material
Knowledge and Skills
Essential
- Understanding and knowledge of Caldicott and Data Protection Act
- Good verbal and written communication skills with team / clients / relatives using tact when required
- Ability to deal with conflict
- Good time management skills with the ability to work to prioritise work according to deadlines
- Ability to engage with and motivate others
- high standard of accuracy
- Able to work as part of a team and under own initiative
- Strong analytical skills
- Ability to establish and maintain effective working relationships
Desirable
- Knowledge of medical terminology
- Understanding of the 18 week Referral to Treatment (RTT) process
Personal Attributes
Essential
- Adaptable to change
- Attention to detail and accuracy
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
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).
