Job summary
Provide and deliver a high standard of full secretarial service to the Consultant and/or group of clinical staff using a varied range of work procedures.
***Please note that applications from temporary workers who have been engaged with the Trust for a minimum of 3 months are welcome.***
Main duties of the job
- Prioritise workload including typing of clinics, letters, timetables/rota's, and consultant queries.
- Sort and deal with all correspondence, keeping a satisfactory record and filing system.
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines
- Maintain an up to date diary for the Consultants / team, inform relevant staff of cancelled and and outpatient sessions due to Consultant leave, annual leave, expenses, on-call commitments, CME, MDT's and Directorate meeting
- Required to cover for other colleagues during annual leave/sickness or peak workloads
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
- Prioritise workload including typing of clinics, letters, timetables/rota's, and consultant queries.
- Ensure effective communication with all members of the multi-disciplinary team.
- Sort and deal with all correspondence, keeping a satisfactory record and filing system.
- Collate results with patient case notes, ensuring that they are seen and actioned promptly by the relevant clinician.
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
- Maintain an up to date diary for the Consultants / team, inform relevant staff of cancelled and reduced outpatient sessions due to Consultant leave, annual leave, expenses, on-call commitments, CME, MDT's and Directorate meeting.
- To obtain hospital case notes when required by the Consultant and/or team.
- Required to cover for other colleagues during annual leave/sickness or peak workloads.
- booking appointment's and liaising with bookings.
- Arrange patient admissions as directed by the Consultant/team, taking into account clinical priority ensuring that any relevant investigations or pre-assessment appointments are booked.
- Ensuring that booking guidelines are followed and reminder service actioned in a timely manner.
- Where necessary liaise with other Consultants and departments when required.
- Ensure that appropriate clinic follow up is actioned as appropriate, i.e. out patient appointments, investigations, add patients to waiting list, re-admissions and referrals to other Consultants/departments.
- Ensure timely despatch of clinical letters to GPs.
- Obtain reports/results ensuring that Consultant /or Medical team see them and action in a timely manner.
- Ensure that all results, reports and letters are accurately filed in medical notes.
- General Admin, including adding referrals to IPM.
- Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.
- Exposure to distressing/emotional circumstances i.e. typing letters of a distressing nature, dealing with distressed, anxious and angry patients and relatives in person or by telephone.
- Requirement to exert physical effort when dealing with quantities of notes and x-rays and when retrieving notes from outpatients after Consultant clinics each week and filing them in the office to await typing.
- Requirement to work at a VDU screen for at least 75% of the working day.
Job description
Job responsibilities
- Prioritise workload including typing of clinics, letters, timetables/rota's, and consultant queries.
- Ensure effective communication with all members of the multi-disciplinary team.
- Sort and deal with all correspondence, keeping a satisfactory record and filing system.
- Collate results with patient case notes, ensuring that they are seen and actioned promptly by the relevant clinician.
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
- Maintain an up to date diary for the Consultants / team, inform relevant staff of cancelled and reduced outpatient sessions due to Consultant leave, annual leave, expenses, on-call commitments, CME, MDT's and Directorate meeting.
- To obtain hospital case notes when required by the Consultant and/or team.
- Required to cover for other colleagues during annual leave/sickness or peak workloads.
- booking appointment's and liaising with bookings.
- Arrange patient admissions as directed by the Consultant/team, taking into account clinical priority ensuring that any relevant investigations or pre-assessment appointments are booked.
- Ensuring that booking guidelines are followed and reminder service actioned in a timely manner.
- Where necessary liaise with other Consultants and departments when required.
- Ensure that appropriate clinic follow up is actioned as appropriate, i.e. out patient appointments, investigations, add patients to waiting list, re-admissions and referrals to other Consultants/departments.
- Ensure timely despatch of clinical letters to GPs.
- Obtain reports/results ensuring that Consultant /or Medical team see them and action in a timely manner.
- Ensure that all results, reports and letters are accurately filed in medical notes.
- General Admin, including adding referrals to IPM.
- Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.
- Exposure to distressing/emotional circumstances i.e. typing letters of a distressing nature, dealing with distressed, anxious and angry patients and relatives in person or by telephone.
- Requirement to exert physical effort when dealing with quantities of notes and x-rays and when retrieving notes from outpatients after Consultant clinics each week and filing them in the office to await typing.
- Requirement to work at a VDU screen for at least 75% of the working day.
Person Specification
Knowledge & Experience
Essential
- Demonstrable experience as a Medical Secretary/ Support Secretary
- Demonstrable experience in the use of Microsoft Office
Desirable
- Demonstrable experience in PowerPoint, Access and Excel
Qualifications
Essential
- Typing to OCR II standard, or equivalent or Big Hand demonstrable experience
- Ability to accurately touch type
- NVQ level 3 in either business administration or related subject or equivalent demonstrable experience
Desirable
Aptitude & Abilities
Essential
- Excellent communication and interpersonal skills
- Excellent organisational skills
Desirable
- Ability to train/mentor and support new recruits or established secretaries in their role as medical secretaries, internally and externally on the CRIS system and/or secretarial training as required
Person Specification
Knowledge & Experience
Essential
- Demonstrable experience as a Medical Secretary/ Support Secretary
- Demonstrable experience in the use of Microsoft Office
Desirable
- Demonstrable experience in PowerPoint, Access and Excel
Qualifications
Essential
- Typing to OCR II standard, or equivalent or Big Hand demonstrable experience
- Ability to accurately touch type
- NVQ level 3 in either business administration or related subject or equivalent demonstrable experience
Desirable
Aptitude & Abilities
Essential
- Excellent communication and interpersonal skills
- Excellent organisational skills
Desirable
- Ability to train/mentor and support new recruits or established secretaries in their role as medical secretaries, internally and externally on the CRIS system and/or secretarial training as required
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).
