Job summary
An exciting opportunity has arisen for a highly motivated,
calm and methodical team player to become a medical secretary and provide an essential
administration and secretarial service within the Acute Medical Unit which is
part of the Urgent and Emergency Care Directorate.
We are currently recruiting for a Medical Secretary for which the nominal base
will be the University Hospital of North Durham, offering flexible working
following a period of training.
Working in a friendly team, our Medical secretaries are an
excellent resource, ensuring Consultants and the department have all the
administrative support they require.
The Acute Medical Unit is a friendly,
supportive, busy but welcoming directorate.
Main duties of the job
Full Range of secretarial and Administration duties to the Acute
Medical Unit and Consultants
Audio Typing
First point of contact for department enquiries
Minute taking
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, 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 all clinical staff, working with minimal
supervision
To undertake typing and distribution of clinical and other
patient-related 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 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
To provide a full range of confidential
secretarial/administrative support to all clinical staff, working with minimal
supervision
To undertake typing and distribution of clinical and other
patient-related 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 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
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/equivalent experience)
- Educated to at least NVQ Level 3 in Business Administration (or working towards /equivalent experience)
- Understanding of medical terminology
Desirable
- Experience of Bespoke/Therapeutic clinic management
Special Skills and Knowledge
Essential
- 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
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
Person Specification
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/equivalent experience)
- Educated to at least NVQ Level 3 in Business Administration (or working towards /equivalent experience)
- Understanding of medical terminology
Desirable
- Experience of Bespoke/Therapeutic clinic management
Special Skills and Knowledge
Essential
- 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
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
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.