Job summary
The post holder will take a lead role in personally ensuring that a high quality medical secretarial service is provided to consultants, and their teams, within the specialty at all times. The post holder will undertake the role of PA/medical secretary to a consultant and will also undertake a line management role for B4 Medical Secretaries and B3 support secretaries within their designated specialty team. The role requires leadership of the whole secretarial team and has overall responsibility for ensuring that the needs of patients are met by achieving both internal and external NHS objectives.
Main duties of the job
Line manages the secretaries
Responsible for the induction and training of all new members of staff
Demonstrate own activities to new / less experienced staff
Take a lead role in the recruitment of administration staff
To monitor sickness/absence and annual leave of secretarial staff and where appropriate organise cover, following Divisional guidelines and within agreed budgets. To carry out return to work interviews in accordance with the Trust's Attendance Management Policy
Organise and plan training attachments eg. trainee medical secretaries, work experience, agency staff ensuring that they are familiar with all relevant departmental and hospital processes / systems to agreed standards.
To implement full PDRS for the team to include identifying Personal Development Plans and supporting their delivery.
To undertake minute taking for departmental meetings as required by the service.
Undertake RADAR reviews/actions for the Medical Secretary Team
To contribute to the revision of local policies and procedures in addition to their implementation.
To performance manage staff, undertaking counselling and interviews with individual staff members as required. To liaise and engage with HR Dept / staff side as appropriate and in line with Trust policy. Responsibility for Financial and Physical Resources
To monitor and maintain sufficient supplies of office stationery and equipment, within agreed budgets.
About us
University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.
Job description
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Job description
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Person Specification
Qualifications
Essential
- * GCSE or equivalent Pass English Language
- * RSA III Typing or equivalent word processing competency level
- * AMSPAR Diploma (or equivalent) OR NVQ 4 management certificate (or equivalent)
Experience
Essential
- * Relevant extensive experience as a senior Medical Secretary
- * Fully conversant with patient confidentiality
- * Understanding/knowledge of Medical Terminology
Desirable
- * HR/Line Management experience
Additional Criteria
Essential
- * Ability to operationally line manage staff.
- * Full range of medical secretarial / office skills:-
- * Excellent Audio/ copy typing skills -- including taking departmental meeting minutes as required by the service
- * Competent word processing skills
- * Excellent verbal communication / negotiating skills
- * Excellent English language skills (grammar, spelling).
- * Excellent telephone skills / manner - empathy with patients/relatives.
- * Excellent organisational / coordination / work Prioritisation skills.
- * Demonstrate ability to appropriately resolve Patients/relatives and staff enquiries
- * Understanding/knowledge of Medical Terminology
- * Ability to make informed decisions independently regarding prioritisation of workloads, meeting patient targets, recruitment of staff.
- * Ability to lead and motivate a team of staff.
- * Ability to multitask effectively
Person Specification
Qualifications
Essential
- * GCSE or equivalent Pass English Language
- * RSA III Typing or equivalent word processing competency level
- * AMSPAR Diploma (or equivalent) OR NVQ 4 management certificate (or equivalent)
Experience
Essential
- * Relevant extensive experience as a senior Medical Secretary
- * Fully conversant with patient confidentiality
- * Understanding/knowledge of Medical Terminology
Desirable
- * HR/Line Management experience
Additional Criteria
Essential
- * Ability to operationally line manage staff.
- * Full range of medical secretarial / office skills:-
- * Excellent Audio/ copy typing skills -- including taking departmental meeting minutes as required by the service
- * Competent word processing skills
- * Excellent verbal communication / negotiating skills
- * Excellent English language skills (grammar, spelling).
- * Excellent telephone skills / manner - empathy with patients/relatives.
- * Excellent organisational / coordination / work Prioritisation skills.
- * Demonstrate ability to appropriately resolve Patients/relatives and staff enquiries
- * Understanding/knowledge of Medical Terminology
- * Ability to make informed decisions independently regarding prioritisation of workloads, meeting patient targets, recruitment of staff.
- * Ability to lead and motivate a team of staff.
- * Ability to multitask effectively
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
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).
