Job summary
The Medical Secretary (Adoption Services) position at West Suffolk NHS Foundation Trust involves providing efficient secretarial support to Community Paediatricians within the Integrated Community Paediatric Services (ICPS) in Ipswich. Key responsibilities include acting as the main point of contact for communication, coordinating and planning appointments and clinics, overseeing clinic activity, administering Adoption and Fostering medicals, and supervising support staff. Essential qualifications include RSA III Typing Word or equivalent, proven computer literacy, and a good standard of general education. The role demands touch typing, proficiency in Microsoft Office, accurate keyboard skills, and the ability to work independently or as part of a team. Personal qualities sought include clear communication skills, calmness under pressure, a friendly and helpful manner, and an understanding of confidentiality issues. The Trust values emphasise patient care, integrated team working, respect and courtesy, supporting and valuing staff, and maintaining open communication.
Main duties of the job
- Act as the main point of contact for communication.
- Coordinate and plan appointments and clinics.
- Oversee clinic activity and ensure accurate statistical information.
- Administer Adoption and Fostering medicals.
- Supervise and oversee support staff.
- Manage and prioritise own workload.
- Handle incoming correspondence and telephone enquiries.
- Maintain efficient filing for Medical Record Files
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
See attached documents
STAFF CAR PARKING
Free car parking at the Integrated Community Paediatric Services, St Helens House, Ipswich.
For individuals working within the core hours, the Trust offers parking off site at the Bury St Edmunds Rugby Club, which is serviced by a regular shuttle bus to and from the Hospital. Details of the bus timetable can be found in the on-line starter pack on the West Suffolk Hospital website.
This parking restriction does not apply if an individual is required to work on a weekend or if they are required to complete on call duties within their role.
The closing date for this vacancy may change if we receive a strong response. Please ensure that you apply for any post you are interested in as soon as possible.
Job description
Job responsibilities
See attached documents
STAFF CAR PARKING
Free car parking at the Integrated Community Paediatric Services, St Helens House, Ipswich.
For individuals working within the core hours, the Trust offers parking off site at the Bury St Edmunds Rugby Club, which is serviced by a regular shuttle bus to and from the Hospital. Details of the bus timetable can be found in the on-line starter pack on the West Suffolk Hospital website.
This parking restriction does not apply if an individual is required to work on a weekend or if they are required to complete on call duties within their role.
The closing date for this vacancy may change if we receive a strong response. Please ensure that you apply for any post you are interested in as soon as possible.
Person Specification
Education & Qualification
Essential
- oRSA III Typing Word or Equivalent.
- oProven Computer literacy.
- oGood Standard of General Education
Desirable
Experience & Knowledge
Essential
- oPrevious experience as PA or Secretary.
- oAudio Typing.
- oMedical Terminology.
- oMinute Taking.
- oExperience of supervision/appraisal of staff.
Desirable
- oPrevious NHS or related environment
- oSome customer experience
Skills & Abilities
Essential
- oTouch Typing.
- oMicrosoft Office.
- oAccurate Keyboard Skills.
- oAble to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
- oAbility to work on own initiative or part of a team.
- oGood organisational skills.
- oAbility to travel to other locations to carry out the role or attend training.
Desirable
Personal Qualities
Essential
- oClear and precise communication skills.
- oCalm under pressure.
- oGood interpersonal skills.
- oFlexible approach to working hours/duties.
- oAble to demonstrate an understanding of issues relating to confidentiality.
Person Specification
Education & Qualification
Essential
- oRSA III Typing Word or Equivalent.
- oProven Computer literacy.
- oGood Standard of General Education
Desirable
Experience & Knowledge
Essential
- oPrevious experience as PA or Secretary.
- oAudio Typing.
- oMedical Terminology.
- oMinute Taking.
- oExperience of supervision/appraisal of staff.
Desirable
- oPrevious NHS or related environment
- oSome customer experience
Skills & Abilities
Essential
- oTouch Typing.
- oMicrosoft Office.
- oAccurate Keyboard Skills.
- oAble to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
- oAbility to work on own initiative or part of a team.
- oGood organisational skills.
- oAbility to travel to other locations to carry out the role or attend training.
Desirable
Personal Qualities
Essential
- oClear and precise communication skills.
- oCalm under pressure.
- oGood interpersonal skills.
- oFlexible approach to working hours/duties.
- oAble to demonstrate an understanding of issues relating to confidentiality.
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).
