Job summary
An exciting opportunity has arisen for a highly motivated,
calm and methodical team player to become a medical secretary and provide
essential administration within the Department of Plastic Surgery which is part
of the Surgical Directorate. We are
currently recruiting for a full time medical secretary for which the nominal base will be University
Hospital of North Durham and working
days can be determined at interview; offering both agile and flexible working
following a period of training.
Working in a friendly team, our Medical secretaries are an
excellent resource, ensuring Consultants have all the administrative support
they require.
The Department of Plastic Surgery is a friendly, supportive,
busy but a welcoming Directorate.
Main duties of the job
Principle duties include audio digital typing of clinic
letters and other internal and external correspondence, on behalf of the
clinical teams, ensuring all documentation is correct. Maintaining the consultants diary and arrange
appointments and meetings, coordinating non-clinical meetings to fit in with
clinical commitments.
You will be expected to have an excellent telephone manner,
be courteous and efficient and have an excellent working knowledge of Word, Excel
spreadsheets, emails, use of electronic diary etc.
To work autonomously within and as part of a team
demonstrating efficient organisation to provide and effective service to the
consultant(s) and their teams.
To ensure procedures and working practices are in place and
adhered to, so that the speciality and trust can deliver a service that meets
the standards and targets that have been set.
To provide considerate, patient focused service
In all dealings with patients and with staff around the hospital ad throughout
the whole system.
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented
We are unable to offer sponsorship for roles that do not require a professional registration, to apply you must have Right to Work in the United Kingdom. If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post
Full Job Descriptions can be found in the adverts supporting documents
Job description
Job responsibilities
ADDITIONAL TO BAND 2 SECRETARIAL SUPPORT OFFICER
To provide
a full range of confidential secretarial/administrative support to supporting
clinical staff, working with minimal supervision
To
undertake typing and distribution of clinical and other patient-related and
general correspondence, dictated by
Consultants and supporting clinical staff,
to achieve Trust standards of accuracy and timeliness
To be the
point of contact for staff, patients and others within and outside the
organisation, responding to external and internal telephone enquiries, taking
appropriate and timely action required, including making appointments, giving
non-clinical advice, onward referral to relevant department etc
To receive
and respond to internal and external correspondence, taking appropriate and
timely action as required, in accordance with Trust and/or departmental
standards and processes
To book
investigations and any necessary follow-up appointments, as directed by
clinical staff, ensuring test results
are presented to medical staff on receipt, where these are not available
electronically
To
maintain accurate patient and GP details on the Trusts central and local
Patient Administration and Clinical Systems, as required
To ensure
patient information is bar-coded correctly for scanning into the electronic
clinical document management system (ECDMS)
To manage
electronic diaries, as required
To support
arrangement of on call rotas, as required
To
organise meetings, including arranging venues, preparing agendas, collating and
issuing papers and attending for taking and production of minutes, as required
To operate
efficient and up-to-date administrative systems and processes for all office
tasks
To
maintain accurate and timely data entry to databases to meet service
requirements
To
prioritise own workload to meet the needs of the patients and Consultants and
ensure all deadlines are met
To support
new and/or less experienced staff, as directed by line manager/head of service
To
provide cover as required during absence of colleagues
Job description
Job responsibilities
ADDITIONAL TO BAND 2 SECRETARIAL SUPPORT OFFICER
To provide
a full range of confidential secretarial/administrative support to supporting
clinical staff, working with minimal supervision
To
undertake typing and distribution of clinical and other patient-related and
general correspondence, dictated by
Consultants and supporting clinical staff,
to achieve Trust standards of accuracy and timeliness
To be the
point of contact for staff, patients and others within and outside the
organisation, responding to external and internal telephone enquiries, taking
appropriate and timely action required, including making appointments, giving
non-clinical advice, onward referral to relevant department etc
To receive
and respond to internal and external correspondence, taking appropriate and
timely action as required, in accordance with Trust and/or departmental
standards and processes
To book
investigations and any necessary follow-up appointments, as directed by
clinical staff, ensuring test results
are presented to medical staff on receipt, where these are not available
electronically
To
maintain accurate patient and GP details on the Trusts central and local
Patient Administration and Clinical Systems, as required
To ensure
patient information is bar-coded correctly for scanning into the electronic
clinical document management system (ECDMS)
To manage
electronic diaries, as required
To support
arrangement of on call rotas, as required
To
organise meetings, including arranging venues, preparing agendas, collating and
issuing papers and attending for taking and production of minutes, as required
To operate
efficient and up-to-date administrative systems and processes for all office
tasks
To
maintain accurate and timely data entry to databases to meet service
requirements
To
prioritise own workload to meet the needs of the patients and Consultants and
ensure all deadlines are met
To support
new and/or less experienced staff, as directed by line manager/head of service
To
provide cover as required during absence of colleagues
Person Specification
Experience
Essential
- Experience of a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment
- Demonstrate Experience of using Microsoft Word
- Experience in setting up and maintaining office filing systems
- Experience of maintaining and setting up databases
- Experience in planning and organising meetings and taking minutes
Desirable
Qualifications
Essential
- Good standard of general education
- Keyboarding/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards) or erxperience of.
- Educated to at least NVQ Level 3 in Business Administration or willing to work towards
- Understanding of medical terminology
- Advanced knowledge of Microsoft excel spreadsheets
Desirable
- Experience of Bespoke clinic management
Special Skills and Knowledge
Essential
- Experience of Microsoft Publisher
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality
- Ability to use email and maintain and update paper and electronic diaries
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence.
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to organise and prioritise workload in order to meet deadlines
- Ability to use own initiative and work with minimal supervision
- Good interpersonal skills
Special Requirements
Essential
- Ability to travel independently across the County to fulfil the requirements of the post.
Person Specification
Experience
Essential
- Experience of a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment
- Demonstrate Experience of using Microsoft Word
- Experience in setting up and maintaining office filing systems
- Experience of maintaining and setting up databases
- Experience in planning and organising meetings and taking minutes
Desirable
Qualifications
Essential
- Good standard of general education
- Keyboarding/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards) or erxperience of.
- Educated to at least NVQ Level 3 in Business Administration or willing to work towards
- Understanding of medical terminology
- Advanced knowledge of Microsoft excel spreadsheets
Desirable
- Experience of Bespoke clinic management
Special Skills and Knowledge
Essential
- Experience of Microsoft Publisher
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality
- Ability to use email and maintain and update paper and electronic diaries
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence.
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to organise and prioritise workload in order to meet deadlines
- Ability to use own initiative and work with minimal supervision
- Good interpersonal skills
Special Requirements
Essential
- Ability to travel independently across the County to fulfil the requirements of the post.
