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University Hospitals Plymouth NHS Trust

Support Secretary

Information:

This job is now closed

Job summary

To support the medical secretaries and nurses in providing an efficient and timely secretarial and administrative service

Provide secretarial and clerical support to the consultant and medical staff as required.

***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

  • Provide secretarial and clerical support to the consultant and medical staff as required.
  • Monitor and inform medical secretary of stationary needs.
  • Take appropriate action with regards to telephone calls from patients, GP's and other agencies using initiative, some of which require analysis, and guidance from the medical secretaries, where needed.
  • To trace notes to the patient's next appointment (within the Trust and outside Trusts) efficiently or to trace them back to Bush Park in the appropriate manner.
  • To arrange for copies of clinic letters to be forwarded to Surgeries or departments in an orderly and efficient manner.
  • Frequent requirement for concentration where the work pattern is not predictable i.e. when transcribing dictation and rearranging body of text, punctuation and grammar, especially with strongly accented dictation and to understand the context in order to do this.
  • Maintain an efficient filing system for easy retrieval of documents.
  • Required to cover the medical secretaries during annual leave/sickness and adapt to their work place and individual differential layouts.
  • To undertake typing in a timely manner.

About us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Details

Date posted

14 July 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year £20,669 - £21,318 per annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-NJ-M5249218-B

Job locations

Derriford Hospital

Derriford Road

Plymouth

PL6 8DH


Job description

Job responsibilities

  • Provide secretarial and clerical support to the consultant and medical staff as required.
  • Monitor and inform medical secretary of stationary needs.
  • Take appropriate action with regards to telephone calls from patients, GPs and other agencies using initiative, some of which require analysis, and guidance from the medical secretaries, where needed.
  • To trace notes to the patients next appointment (within the Trust and outside Trusts) efficiently or to trace them back to Bush Park in the appropriate manner.
  • To arrange for copies of clinic letters to be forwarded to Surgeries or departments in an orderly and efficient manner.
  • Frequent requirement for concentration where the work pattern is not predictable i.e. when transcribing dictation and rearranging body of text, punctuation and grammar, especially with strongly accented dictation and to understand the context in order to do this.
  • Maintain an efficient filing system for easy retrieval of documents.
  • Required to cover the medical secretaries during annual leave/sickness and adapt to their work place and individual differential layouts.
  • To undertake typing in a timely manner.

Job description

Job responsibilities

  • Provide secretarial and clerical support to the consultant and medical staff as required.
  • Monitor and inform medical secretary of stationary needs.
  • Take appropriate action with regards to telephone calls from patients, GPs and other agencies using initiative, some of which require analysis, and guidance from the medical secretaries, where needed.
  • To trace notes to the patients next appointment (within the Trust and outside Trusts) efficiently or to trace them back to Bush Park in the appropriate manner.
  • To arrange for copies of clinic letters to be forwarded to Surgeries or departments in an orderly and efficient manner.
  • Frequent requirement for concentration where the work pattern is not predictable i.e. when transcribing dictation and rearranging body of text, punctuation and grammar, especially with strongly accented dictation and to understand the context in order to do this.
  • Maintain an efficient filing system for easy retrieval of documents.
  • Required to cover the medical secretaries during annual leave/sickness and adapt to their work place and individual differential layouts.
  • To undertake typing in a timely manner.

Person Specification

Knowledge and experience

Essential

  • Proven ability to accurately touch type.
  • Good oral, verbal, and written communication skills.
  • Audio/word processing skills
  • Demonstrable clerical/administrative experience

Desirable

  • Demonstrable experience in a trainee medical secretary role or support role

Qualifications

Essential

  • Typing to RSA 1 standard or equivalent demonstrable experience

Desirable

  • Typing to RSA 2 (or above) standard or equivalent demonstrable experience
  • Working towards a recognised medical secretary qualification

Aptitude and Abilities

Essential

  • Good communication skills, written and verbal, with ability to demonstrate fluency, clarity, and effectiveness at all levels.
  • Effective influencing skills: in general, and with senior health care professionals
  • Attention to detail.
  • Accuracy
  • Time management skills
  • Organisational skills

Attitude and Motivation

Essential

  • Team worker
  • Ability to work well within a busy environment
  • Proactive, takes own initiative
Person Specification

Knowledge and experience

Essential

  • Proven ability to accurately touch type.
  • Good oral, verbal, and written communication skills.
  • Audio/word processing skills
  • Demonstrable clerical/administrative experience

Desirable

  • Demonstrable experience in a trainee medical secretary role or support role

Qualifications

Essential

  • Typing to RSA 1 standard or equivalent demonstrable experience

Desirable

  • Typing to RSA 2 (or above) standard or equivalent demonstrable experience
  • Working towards a recognised medical secretary qualification

Aptitude and Abilities

Essential

  • Good communication skills, written and verbal, with ability to demonstrate fluency, clarity, and effectiveness at all levels.
  • Effective influencing skills: in general, and with senior health care professionals
  • Attention to detail.
  • Accuracy
  • Time management skills
  • Organisational skills

Attitude and Motivation

Essential

  • Team worker
  • Ability to work well within a busy environment
  • Proactive, takes own initiative

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Derriford Hospital

Derriford Road

Plymouth

PL6 8DH


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Derriford Hospital

Derriford Road

Plymouth

PL6 8DH


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Support Manager

Hayley Smith

hayleysmith16@nhs.net

01752439705

Details

Date posted

14 July 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year £20,669 - £21,318 per annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-NJ-M5249218-B

Job locations

Derriford Hospital

Derriford Road

Plymouth

PL6 8DH


Supporting documents

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