Job summary
To
provide supervision of a team of medical secretaries on a day to day basis,
including management and co-ordination of leave and cover arrangements;
undertaking appraisals; ensuring compliance with mandatory training etc. To work as part of the medical secretarial
team providing admin support as required.Ensure clinical activity is managed
and risks identified across Paediatrics.
Ensure clinical sessions
are utilised effectively.
Work
closely with the Admin Manager/Operational Manager to provide support.
Main duties of the job
To
provide supervision of a team of medical secretaries on a day to day basis,
including management and co-ordination of leave and cover arrangements;
undertaking appraisals and ensuring compliance with mandatory training.
Monitor, record sickness
absence for admin staff and take appropriate action when necessary, completing
referrals to occupational health as necessary in line with managing absence
policy.
To undertake agreed
appropriate tasks for Consultants to support the specialty team, as required
To support development of
and ensure consistent and standardised implementation of policies and
procedures across the secretarial team
To ensure day to day
delivery of medical secretarial services across the specialty team, escalating
any issues which may affect operational delivery against standards and which
have not been able to be resolved within the team
To ensure newly appointed
medical secretarial staff are trained to the required level
To monitor workload and
performance against accuracy and timeliness standards across the secretarial
team, taking any necessary corrective action to ensure these are met.
RTT
and validation of patient waiting lists.
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.
Full Job Descriptions can be found in the adverts supporting documents.
Over reliance on
AI-generated content is discouraged and may diminish the applicant's chances of
success.
For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.
From April 9th 2025 - Healthcare assistants - You must have a minimum of two years
of experience working within the NHS as a HCA for the Trust to consider
sponsorship (we will only consider sponsorship if you meet this criteria and
have a current visa expiring within 3 months).
Job description
Job responsibilities
In addition to Medical Secretary Duties:
To provide supervision of a team of medical secretaries on a day to day basis, including management and co-ordination of leave and cover arrangements; undertaking appraisals and ensuring compliance with mandatory training.
Monitor, record sickness absence for admin staff and take appropriate action when necessary, completing referrals to occupational health as necessary in line with managing absence policy.
To undertake agreed appropriate tasks for Consultants to support the specialty team, as required.
To support development of and ensure consistent and standardised implementation of policies and procedures across the secretarial team.
To ensure day to day delivery of medical secretarial services across the specialty team, escalating any issues which may affect operational delivery against standards and which have not been able to be resolved within the team.
To ensure newly appointed medical secretarial staff are trained to the required level.
To monitor workload and performance against accuracy and timeliness standards across the secretarial team, taking any necessary corrective action to ensure these are met.
RTT and validation of patient waiting lists.
To undertake regular communication with the medical secretariat, including monthly team briefings.
To provide cover for
child death administrator.
This list is not exhaustive. For a full list of duties, please see the attached Job Description for the role
Job description
Job responsibilities
In addition to Medical Secretary Duties:
To provide supervision of a team of medical secretaries on a day to day basis, including management and co-ordination of leave and cover arrangements; undertaking appraisals and ensuring compliance with mandatory training.
Monitor, record sickness absence for admin staff and take appropriate action when necessary, completing referrals to occupational health as necessary in line with managing absence policy.
To undertake agreed appropriate tasks for Consultants to support the specialty team, as required.
To support development of and ensure consistent and standardised implementation of policies and procedures across the secretarial team.
To ensure day to day delivery of medical secretarial services across the specialty team, escalating any issues which may affect operational delivery against standards and which have not been able to be resolved within the team.
To ensure newly appointed medical secretarial staff are trained to the required level.
To monitor workload and performance against accuracy and timeliness standards across the secretarial team, taking any necessary corrective action to ensure these are met.
RTT and validation of patient waiting lists.
To undertake regular communication with the medical secretariat, including monthly team briefings.
To provide cover for
child death administrator.
This list is not exhaustive. For a full list of duties, please see the attached Job Description for the role
Person Specification
Special Skills & Knowledge
Essential
- Ability to think analytically.
- Ability to recognize and advise management team on operational issues affecting waiting lists and capacity.
- Knowledge of data protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Good interpersonal skills.
- Ability to communicate accurately, verbally and courteously and effectively with a wide range of staff, professionals and members of the public.
- Able to work with minimal supervision following set procedures.
- Flexible approach to work and adaptable to change.
- Proficient IT skills and experience of using a wideange of software packages e.g. Power Point, Excel and Microsoft Word.
- Comprehensive knowledge of the 18 week patient pathway and clock stops.
- Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Committed to quality customer care/delivering excellent customer service.
Desirable
- Working knowledge of Patient Booking Systems.
Special Requirements
Essential
- Ability to travel independently across the County to fulfil the requirements of the post.
Experience
Essential
- Relevant experience of working in a busy office environment in the NHS.
- Experience of booking appointments.
- Knowledge of secretarial procedures.
- Experience of supervising/training junior administration staff.
Qualifications
Essential
- NVQ Level 4 or equivalent experience plus relevant practical experience to diploma level.
- Minimum of 5 GCSE's (or equivalent) at C grade or above, including English Language.
Person Specification
Special Skills & Knowledge
Essential
- Ability to think analytically.
- Ability to recognize and advise management team on operational issues affecting waiting lists and capacity.
- Knowledge of data protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Good interpersonal skills.
- Ability to communicate accurately, verbally and courteously and effectively with a wide range of staff, professionals and members of the public.
- Able to work with minimal supervision following set procedures.
- Flexible approach to work and adaptable to change.
- Proficient IT skills and experience of using a wideange of software packages e.g. Power Point, Excel and Microsoft Word.
- Comprehensive knowledge of the 18 week patient pathway and clock stops.
- Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Committed to quality customer care/delivering excellent customer service.
Desirable
- Working knowledge of Patient Booking Systems.
Special Requirements
Essential
- Ability to travel independently across the County to fulfil the requirements of the post.
Experience
Essential
- Relevant experience of working in a busy office environment in the NHS.
- Experience of booking appointments.
- Knowledge of secretarial procedures.
- Experience of supervising/training junior administration staff.
Qualifications
Essential
- NVQ Level 4 or equivalent experience plus relevant practical experience to diploma level.
- Minimum of 5 GCSE's (or equivalent) at C grade or above, including English Language.
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.
Employer details
Employer name
County Durham & Darlington NHS Foundation Trust
Address
Darlington Memorial Hospital NHS Trust
Hollyhurst Road
Darlington
County Durham
DL3 6HX
Employer's website
https://www.cddft.nhs.uk/ (Opens in a new tab)
