Job summary
An opportunity has arisen for a Support Secretary within the Pain Management service, based at Rowan House on the Derriford Hospital site.
The role is demanding and interesting and will require someone who is flexible and able to work under pressure and deal with a variety of tasks to meet deadlines within the service.
We are looking for an enthusiastic, capable and motivated individual to join our administration team. The post-holder will be working alongside consultants, nurses, physiotherapists, psychologists and medical secretaries.
The ideal candidate must have a flexible 'can do' attitude and the ability to use own initiative with excellent communication/interpersonal and IT skills.
Main duties of the job
Your main responsibilities will be:
- Assisting with queries from patients and colleagues
- Ensuring referrals are processed and directed to the appropriate office
- Supporting the secretarial office to ensure administrative functions run smoothly.
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.
Job description
Job responsibilities
- Following introduction of voice recognition technology to ensure clinic letters are prepared for printing and distribution.
- To support the medical secretary in providing secretarial and administrative service to an allocated clinical team.
- Ensure accurate messages are taken for clinical team and delivered in timely manner.
- Assist with telephone enquiries from patients, GPs and other agencies in a courteous and helpful manner. Refer to medical secretary for advice when appropriate.
- Assist in sorting and dealing with incoming post and distributing as necessary.
- Assist medical secretary in providing administrative support to clinical team in respect of work relating to teaching, research, NHS medical reports, charities and publications, including arranging meetings, agendas and minutes.
- Undertake routine office duties including note tracing, photocopying, filing of correspondence and results and maintenance of records when required.
- Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
- Ensure effective communication with all members of a multi-disciplinary team.
- Assist medical secretary in the co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy.
- Ensure comprehensive working knowledge of iPM commensurate with role.
- Ensure Choose and Book referral letters are processed and directed to appropriate appointment office in line with Administration Guidance Notes.
- Ensure all hospital case notes arriving into and departing from the department are traced on iPMS (Information Patient Management System).
- Required to cover admin and clerical colleagues during times of absence or increased workload as requested by line manager.
- To carry out any other clerical duties as determined by the line manager.
Job description
Job responsibilities
- Following introduction of voice recognition technology to ensure clinic letters are prepared for printing and distribution.
- To support the medical secretary in providing secretarial and administrative service to an allocated clinical team.
- Ensure accurate messages are taken for clinical team and delivered in timely manner.
- Assist with telephone enquiries from patients, GPs and other agencies in a courteous and helpful manner. Refer to medical secretary for advice when appropriate.
- Assist in sorting and dealing with incoming post and distributing as necessary.
- Assist medical secretary in providing administrative support to clinical team in respect of work relating to teaching, research, NHS medical reports, charities and publications, including arranging meetings, agendas and minutes.
- Undertake routine office duties including note tracing, photocopying, filing of correspondence and results and maintenance of records when required.
- Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
- Ensure effective communication with all members of a multi-disciplinary team.
- Assist medical secretary in the co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy.
- Ensure comprehensive working knowledge of iPM commensurate with role.
- Ensure Choose and Book referral letters are processed and directed to appropriate appointment office in line with Administration Guidance Notes.
- Ensure all hospital case notes arriving into and departing from the department are traced on iPMS (Information Patient Management System).
- Required to cover admin and clerical colleagues during times of absence or increased workload as requested by line manager.
- To carry out any other clerical duties as determined by the line manager.
Person Specification
Knowledge & Expereince
Essential
- Demonstrable previous reception/admin experience.
- Proven ability to use all main software packages.
Desirable
- Previous demonstrable experience in a trainee support secretary role.
Qualifications
Essential
- English and Maths (Grade's A-C /Level's 4-9) or equivalent demonstrable experience.
Desirable
- NVQ level 2 in a related subject .
- Working towards a medical secretary qualification.
Aptitude & Attitude
Essential
- Proven ability to communicate at all levels.
- Proven interpersonal skills.
Desirable
- Proven ability to handle difficult/distressed patients in a sensitive and empathetic manner.
Person Specification
Knowledge & Expereince
Essential
- Demonstrable previous reception/admin experience.
- Proven ability to use all main software packages.
Desirable
- Previous demonstrable experience in a trainee support secretary role.
Qualifications
Essential
- English and Maths (Grade's A-C /Level's 4-9) or equivalent demonstrable experience.
Desirable
- NVQ level 2 in a related subject .
- Working towards a medical secretary qualification.
Aptitude & Attitude
Essential
- Proven ability to communicate at all levels.
- Proven interpersonal skills.
Desirable
- Proven ability to handle difficult/distressed patients in a sensitive and empathetic manner.
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).
