Job summary
An exciting opportunity has arisen to join the Evelina London Cleft Service as an Associate Medical Secretary. This vacancy is a 12-month fixed term contract, full time (37.5 hours per week) Band 3 administrative role. This is a challenging but rewarding role which involves working within a busy service.
We are looking for an enthusiastic, dedicated and adaptable individual who has good attention to detail. The post-holder will be responsible for providing efficient, high quality secretarial support to one or more consultants and clinical teams within the department. This will include ensuring that all daily secretarial tasks are undertaken, assist with the organisation of the consultant's workload, communicating appointments and admission related information to patients/carers in a friendly and reassuring way. The post holder will need to work well as part of a team, be professional and personable at all times, have the ability to multi-task and work under pressure. They will work closely with an Assistant Service Manager and a Senior Medical Secretary and alongside a team consisting of a Patient Pathway Coordinator, Medical Secretaries and Patient Access Coordinators, as well as a multi-disciplinary clinical team.
We encourage applicants to reach out to the recruiting manager(s). For further details please contact Donzie Roy-Macauley on donzie.roymacauley@gstt.nhs.uk.
Please note: the nature of this role may be subject to change due to the dynamic needs of the service.
Main duties of the job
As an Associate Medical Secretary, you will provide full secretarial support to the consultants and members of their teams with respect to their general medical duties and specialist work. In addition, it is expected for you to type all clinical letters which may include those of a distressing or emotional nature, as well as discharge summaries or other relevant correspondence and documents as required in line with the Trust targets and local SOPs. Furthermore, complete general clerical duties including photocopying, filing, collection, opening and distribution of post, faxing, arranging couriers, shredding of confidential information.
About us
We passionately believe in promoting care and compassion to all our patients and provide a holistic child and family-cantered approach to all the children and young people in our care. Colleagues working in administrative and clerical roles are a vital part of the Trust and provide essential support to our front-line services and the care we provide to our patients.
We are committed to diversity and inclusion, and creating a sense of belonging and fun for all our teams caring for women, children and families; as we continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local
authorities and charitable bodies and GPs, we recognise the huge benefit of our workforce being reflective of the diverse communities we serve.
At Evelina London, we are reminded every day of how important life is, and how important it is to look after the health and wellbeing of our staff as they balance of responsibilities in and out of work. We are committed to supporting flexible working; we want to support you to work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that's job share, part time or another flexible pattern. If it works for the service, we will do our best to make it work for you.
Job description
Job responsibilities
Please see attached Job Description for full details of Duties and Responsibilities.
Main Duties
provide full secretarial support to the consultants and members of their teams with respect to their general medical duties and specialist work
type all clinical letters which may include those of a distressing or emotional nature, as well as discharge summaries or other relevant correspondence and documents as required in line with the Trust targets and local SOPs.
complete general clerical duties including photocopying, filing, collection, opening and distribution of post, faxing, arranging couriers, shredding of confidential information.
prioritise incoming correspondence and ensure it is promptly dealt with the appropriate member of staff
act as a central point for information and communication for the clinical team
assist in providing cover for other secretaries in the Directorate to ensure continuity of service to Consultant, medical staff, service users and patients
Job description
Job responsibilities
Please see attached Job Description for full details of Duties and Responsibilities.
Main Duties
provide full secretarial support to the consultants and members of their teams with respect to their general medical duties and specialist work
type all clinical letters which may include those of a distressing or emotional nature, as well as discharge summaries or other relevant correspondence and documents as required in line with the Trust targets and local SOPs.
complete general clerical duties including photocopying, filing, collection, opening and distribution of post, faxing, arranging couriers, shredding of confidential information.
prioritise incoming correspondence and ensure it is promptly dealt with the appropriate member of staff
act as a central point for information and communication for the clinical team
assist in providing cover for other secretaries in the Directorate to ensure continuity of service to Consultant, medical staff, service users and patients
Person Specification
Qualifications / Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Relevant NVQ 3 or equivalent qualification or experience
Desirable
- IT package qualification / training such as the European Computer Driving Licence (ECDL)
- Customer service qualification / training
Previous experience
Essential
- Proven experience of working in an administrative role demonstrating evidence of: 1. competent data collection and data quality 2. working with confidential documents and information
- Experience of working in a customer focused environment demonstrating the ability to deal difficult customers and challenging situations
- Experience of working both autonomously and in a team
Desirable
- Experience of an administrative role within the NHS
Previous experience
Essential
- Excellent communication skills, with the ability to communicate clearly in writing, face to face and on the phone. Convey sensitive information in an appropriate manner. Communicate non-clinical advice to patients in a sensitive and tactful manner
- Excellent organisational skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines
- Proficient IT skills experience of using Microsoft Word, Excel and Outlook
- Ability to work on own initiative and with minimal supervision
- Ability to work within a team and develop good working relationships with colleagues at all levels
- Understanding of confidentiality in and out of the workplace.
Desirable
- Knowledge of the key waiting times targets including 18 weeks
- Knowledge of Trust hospital systems (i.e.: PIMS - Patient Information Management System)
Person Specification
Qualifications / Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Relevant NVQ 3 or equivalent qualification or experience
Desirable
- IT package qualification / training such as the European Computer Driving Licence (ECDL)
- Customer service qualification / training
Previous experience
Essential
- Proven experience of working in an administrative role demonstrating evidence of: 1. competent data collection and data quality 2. working with confidential documents and information
- Experience of working in a customer focused environment demonstrating the ability to deal difficult customers and challenging situations
- Experience of working both autonomously and in a team
Desirable
- Experience of an administrative role within the NHS
Previous experience
Essential
- Excellent communication skills, with the ability to communicate clearly in writing, face to face and on the phone. Convey sensitive information in an appropriate manner. Communicate non-clinical advice to patients in a sensitive and tactful manner
- Excellent organisational skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines
- Proficient IT skills experience of using Microsoft Word, Excel and Outlook
- Ability to work on own initiative and with minimal supervision
- Ability to work within a team and develop good working relationships with colleagues at all levels
- Understanding of confidentiality in and out of the workplace.
Desirable
- Knowledge of the key waiting times targets including 18 weeks
- Knowledge of Trust hospital systems (i.e.: PIMS - Patient Information Management System)
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).
