Job summary
The Cardiothoracic & Vascular Surgery Service Line is looking for a full-time Band 4 Medical Secretary. The post holder will provide a comprehensive secretarial service to our Thoracic Surgery Service, in an efficient and timely manner.
A Medical Secretary provides secretarial support to medical staff and their teams. To deliver this service it is essential that you have previous demonstrable secretarial/administration experience and a good proven understanding of the RTT pathway.
Good communication skills are essential in the role, as is a willingness to work as part of a team. An understanding of the importance of confidentiality will need to be demonstrated.
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
The key responsibilities of this role are the effective and efficient management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust Policies and procedures.
Responsible to undertake the role of medical secretary for consultant(s)/clinician(s) and their support clinical team.
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
- To represent the team in relevant meetings as directed by line manager.
- To manage and run own PTL for Consultant Team.
- To ensure data quality issues are sorted.
- Following the introduction of voice recognition technology to take responsibility for clinic admin preparation and distribution in a timely and effective manner.
- Responsible for the full secretarial and administrative service to the consultant(s) and his/her medical team (where appropriate).
- Take appropriate action with regard to telephone calls from parents/carers of patients, GPs and other agencies using initiative, within broad guidelines outlined by the consultant(s)/directorate manager.
- Ensure accurate messages are taken for consultant(s) team and delivered in timely manner.
- Prioritise own workload.
- Regular exposure to distressing/emotional circumstances (eg typing of correspondence and reading reports etc).
- Sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information.
- Provide administrative support to consultant(s) in respect of work relating to Royal Colleges, teaching, research, NHS medical reports, charities and publications, including organising meetings, agendas and minutes.
- Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results.
- Undertake routine office duties including note tracing, photocopying, faxing, 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.
- Provide support in respect of consultants clinical audit responsibilities.
- Ensure comprehensive working knowledge of iPMS as commensurate with role.
- Obtain patient test results using PATH/WebPACS system at consultant(s)/team request.
- Ensure all hospital case notes are traced into and out of the department accurately on iPMS.
- To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team.
- To arrange for copies of scans/X-rays/ angios to forward to other Trusts and hospitals.
- Co-ordination of specialty in-patient, elective and non elective, out-patient and diagnostic waiting lists within the framework of the Waiting List Management Policy (MGN4), ensuring adherence to NHS constitution with avoidance of breach of policies
- Ensure GP Choose and Book referral letters are processed and directed to appropriate appointment office in line with Trust Waiting List Policy.
- To carry out any other clerical duties as determined by the line manager.
For further details please see the attached JD & PS
Job description
Job responsibilities
- To represent the team in relevant meetings as directed by line manager.
- To manage and run own PTL for Consultant Team.
- To ensure data quality issues are sorted.
- Following the introduction of voice recognition technology to take responsibility for clinic admin preparation and distribution in a timely and effective manner.
- Responsible for the full secretarial and administrative service to the consultant(s) and his/her medical team (where appropriate).
- Take appropriate action with regard to telephone calls from parents/carers of patients, GPs and other agencies using initiative, within broad guidelines outlined by the consultant(s)/directorate manager.
- Ensure accurate messages are taken for consultant(s) team and delivered in timely manner.
- Prioritise own workload.
- Regular exposure to distressing/emotional circumstances (eg typing of correspondence and reading reports etc).
- Sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information.
- Provide administrative support to consultant(s) in respect of work relating to Royal Colleges, teaching, research, NHS medical reports, charities and publications, including organising meetings, agendas and minutes.
- Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results.
- Undertake routine office duties including note tracing, photocopying, faxing, 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.
- Provide support in respect of consultants clinical audit responsibilities.
- Ensure comprehensive working knowledge of iPMS as commensurate with role.
- Obtain patient test results using PATH/WebPACS system at consultant(s)/team request.
- Ensure all hospital case notes are traced into and out of the department accurately on iPMS.
- To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team.
- To arrange for copies of scans/X-rays/ angios to forward to other Trusts and hospitals.
- Co-ordination of specialty in-patient, elective and non elective, out-patient and diagnostic waiting lists within the framework of the Waiting List Management Policy (MGN4), ensuring adherence to NHS constitution with avoidance of breach of policies
- Ensure GP Choose and Book referral letters are processed and directed to appropriate appointment office in line with Trust Waiting List Policy.
- To carry out any other clerical duties as determined by the line manager.
For further details please see the attached JD & PS
Person Specification
Qualifications
Essential
- Typing to OCR 3 standard or equivalent
- NVQ Level 3 in Business and Administration or equivalent demonstrable experience
Desirable
- Supervisory qualification in supervision skills
- Working towards ILM Certificate in management (or equivalent)
Knowledge and Experience
Essential
- Previous medical secretarial demonstrable experience
- Previous demonstrable experience in the use of word processors/data base/spreadsheet packages.
- Demonstrable experience of audio transcription
- Previous demonstrable experience in a large clinical setting
- Demonstrable experience of patient management systems
Desirable
- Previous demonstrable experience in a supervisory role
- Demonstrable experience in using digital dictation or voice recognition software
Aptitude and Abilities
Essential
- Excellent communication and interpersonal skills
- Ability to work calmly and methodically in a busy environment from a busy and varied workload
- Ability to work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines
Person Specification
Qualifications
Essential
- Typing to OCR 3 standard or equivalent
- NVQ Level 3 in Business and Administration or equivalent demonstrable experience
Desirable
- Supervisory qualification in supervision skills
- Working towards ILM Certificate in management (or equivalent)
Knowledge and Experience
Essential
- Previous medical secretarial demonstrable experience
- Previous demonstrable experience in the use of word processors/data base/spreadsheet packages.
- Demonstrable experience of audio transcription
- Previous demonstrable experience in a large clinical setting
- Demonstrable experience of patient management systems
Desirable
- Previous demonstrable experience in a supervisory role
- Demonstrable experience in using digital dictation or voice recognition software
Aptitude and Abilities
Essential
- Excellent communication and interpersonal skills
- Ability to work calmly and methodically in a busy environment from a busy and varied workload
- Ability to work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines
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).
