Job summary
An opportunity has arisen to employ a Band 3 Medical
Secretary for 30 hours per week to support to the Haematology Team. This involves providing a full range of
confidential secretarial/administrative support to Consultants and supporting
clinical staff of the team.
You will carry out duties in such a way that you will make a
direct and positive contribution to the organisation ensuring the smooth running
of the specialist team.
It is important to be a team player within the Specialty
Care Group.
If successful your role will involve contact
with patients, carers and other health care professionals in a community
setting. Good communication is key and we are looking for someone who can
relate to a range of people and communicate complex information in an
interesting and understandable way. The post will involve undertaking typing
and distribution of clinical and other patient-related and general correspondence,
dictated by Consultants and supporting clinical staff
Main duties of the job
You will liaise with patients and a wide range of senior
medical, nursing and professional staff within the Trust and outside agencies,
acting as a focal point for all general enquiries concerning the work of the
clinical team.
Main duties will include typing of clinic letters, reports
and other correspondence using digital system.
Hence excellent typing skills essential.
Organisation and minute taking for departmental meetings as
and when required.
Covering staff absences within the Haematology Team secretariat.
Bardcoding and scanning of confidential information for
digital case notes.
Have the ability to prioritise and manage a diverse workload.
Manage electronic diaries for Consultants on daily basis.
Manage patient appointments when appropriate and communicate
with patients.
Report to Senior Secretary within speciality.
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
From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary £23,200, 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
To provide a full range of confidential
secretarial/administrative support to Consultants and 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 electronic notes
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 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
The post holder may be required to undertake the role of
Information Asset Administrator or Information Asset Owner to provide support
for the control and administration of information assets within their
area/department (details available on the Health Informatics web page)
The post holder may be required to undertake the role of
Registration Authority Agent/Sponsor which includes supporting the NHS Care
Records Service applications using smartcards and appropriate access files
Attend all mandatory training
Any other duties appropriate to the grade of the post as
delegated by the PA/Senior Secretary.
Job is 30 hours per week over four days, flexi
time available.
Job description
Job responsibilities
To provide a full range of confidential
secretarial/administrative support to Consultants and 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 electronic notes
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 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
The post holder may be required to undertake the role of
Information Asset Administrator or Information Asset Owner to provide support
for the control and administration of information assets within their
area/department (details available on the Health Informatics web page)
The post holder may be required to undertake the role of
Registration Authority Agent/Sponsor which includes supporting the NHS Care
Records Service applications using smartcards and appropriate access files
Attend all mandatory training
Any other duties appropriate to the grade of the post as
delegated by the PA/Senior Secretary.
Job is 30 hours per week over four days, flexi
time available.
Person Specification
Special Requirements
Essential
- Able to travel across sites to meet the requirements of the post.
Qualifications
Essential
- Good Standard of Education Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
- NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).
- Keyboarding/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards).
Special Skills and Knowledge
Essential
- Knowledge of computer packages eg. Word, Excel, Outlook.
- IT Skills
- Ability to use email and maintain and update electronic diaries
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Good interpersonal skills.
- Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public.
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimum supervision following set procedures.
- Ability to organise and prioritise workload in order to meet deadlines.
- Ability to work as a member of a team.
- Committed to quality customer care/delivering excellent customer service.
- Flexible approach to work and adaptable to change.
- Understanding of medical terminology.
Desirable
- Previous experience in use of Dictate IT, ECamis and ECDM
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 of setting up and maintaining office filing systems.
- Experience of maintaining and setting up databases.
- Experience in planning and organising meetings and taking minutes.
- Experience of providing secretarial/administrative support to a team.
Desirable
- Experience of working within an NHS environment.
Person Specification
Special Requirements
Essential
- Able to travel across sites to meet the requirements of the post.
Qualifications
Essential
- Good Standard of Education Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
- NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).
- Keyboarding/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards).
Special Skills and Knowledge
Essential
- Knowledge of computer packages eg. Word, Excel, Outlook.
- IT Skills
- Ability to use email and maintain and update electronic diaries
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Good interpersonal skills.
- Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public.
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimum supervision following set procedures.
- Ability to organise and prioritise workload in order to meet deadlines.
- Ability to work as a member of a team.
- Committed to quality customer care/delivering excellent customer service.
- Flexible approach to work and adaptable to change.
- Understanding of medical terminology.
Desirable
- Previous experience in use of Dictate IT, ECamis and ECDM
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 of setting up and maintaining office filing systems.
- Experience of maintaining and setting up databases.
- Experience in planning and organising meetings and taking minutes.
- Experience of providing secretarial/administrative support to a team.
Desirable
- Experience of working within an NHS environment.
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.
