Job summary
Part time Paediatric medical secretary - 20 hours
The Child health Directorate are offering a fantastic opportunity for an experienced part time medical secretary to join the department helping to support our growing team of Paediatric & Neonatal consultants.
The successful candidate will be a hardworking and dedicated individual with an enthusiasm and drive to deliver a quality secretarial service.
The role is likely to start with covering 1 full time Neonatal consultant but with the potential for changes in the future as the service evolves.
The team is friendly and supportive and we are looking for someone who will fit into that well with excellent communication skills and the ability to work well in a team.
Main duties of the job
To work as part of a secretarial team to support a defined team of clinicians
To provide a comprehensive secretarial and administration support service to the Consultants, medical staff, clinical teams and department on a day-to-day basis
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
- Provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.
- Ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries, medico-legal reports and results, minutes of committee meetings etc are typed and dispatched promptly. This may involve reading reports over the telephone. The majority of the correspondence will be audio typing.
- Provide the focal point of communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries
- Deal with telephone and face to face enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
- Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.
- On receipt of test/investigation results, alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.
- Oversee the patient pathway and ensuring that all necessary appointments, including outpatients, clinics, waiting list etc. are arranged on time, ensure that clinics are utilised to capacity, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards.
- Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up to date.
- Coordinate Clinical Teams diaries to ensure effective time management.
- Record and prepare draft minutes of meetings, specifying decisions made and follow up action required for subsequent approval by the Clinical Team.
- Responsible for stationery stock control, including ordering to ensure adequate resources available for team when required.
- Plan and organise a range of meetings and events, including venue, attendees and travel arrangements.
- Attend meetings, as required (except clinical performance meetings), to ensure effective communication with all service users.
- Demonstration and supervision of workplace activities to other members of the secretarial team as required to maintain a high standard of service to the Clinical Teams.
- Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.
- Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
- Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.
- Maximise the use of innovative IT systems.
Job description
Job responsibilities
- Provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.
- Ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries, medico-legal reports and results, minutes of committee meetings etc are typed and dispatched promptly. This may involve reading reports over the telephone. The majority of the correspondence will be audio typing.
- Provide the focal point of communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries
- Deal with telephone and face to face enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
- Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.
- On receipt of test/investigation results, alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.
- Oversee the patient pathway and ensuring that all necessary appointments, including outpatients, clinics, waiting list etc. are arranged on time, ensure that clinics are utilised to capacity, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards.
- Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up to date.
- Coordinate Clinical Teams diaries to ensure effective time management.
- Record and prepare draft minutes of meetings, specifying decisions made and follow up action required for subsequent approval by the Clinical Team.
- Responsible for stationery stock control, including ordering to ensure adequate resources available for team when required.
- Plan and organise a range of meetings and events, including venue, attendees and travel arrangements.
- Attend meetings, as required (except clinical performance meetings), to ensure effective communication with all service users.
- Demonstration and supervision of workplace activities to other members of the secretarial team as required to maintain a high standard of service to the Clinical Teams.
- Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.
- Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
- Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.
- Maximise the use of innovative IT systems.
Person Specification
Education & Qualifications
Essential
- Educated to Minimum 3 GCSE's at Grade C or above including English
- RSA 3, Certificate in Medical Secretarial Studies or extensive secretarial experience
- Audio Typing
Knowledge & Experience
Essential
- Very good written and verbal communication skills
- Experience of prioritising own work & working to deadlines
- Experience working in the NHS
- Previous experience as Medical Secretary
- Experience with Audio Typing and Digital Dictation
Desirable
- Experience of Hospital PAS system
- Knowledge of Medical Terminology
Skills
Essential
- Attention to detail & accuracy
- Experience of working under pressure
- Extensive knowledge of Microsoft packages - Word, Excel, Powerpoint, Outlook
- Excellent diary management
- Able to communicate on all levels
Key competencies/Personal qualities and attributes
Essential
- Self-Motivated
- Ability to work on own initiative and as a part of a team
- Ability to understand the needs of patients and deal with them with tact and sensitivity
Person Specification
Education & Qualifications
Essential
- Educated to Minimum 3 GCSE's at Grade C or above including English
- RSA 3, Certificate in Medical Secretarial Studies or extensive secretarial experience
- Audio Typing
Knowledge & Experience
Essential
- Very good written and verbal communication skills
- Experience of prioritising own work & working to deadlines
- Experience working in the NHS
- Previous experience as Medical Secretary
- Experience with Audio Typing and Digital Dictation
Desirable
- Experience of Hospital PAS system
- Knowledge of Medical Terminology
Skills
Essential
- Attention to detail & accuracy
- Experience of working under pressure
- Extensive knowledge of Microsoft packages - Word, Excel, Powerpoint, Outlook
- Excellent diary management
- Able to communicate on all levels
Key competencies/Personal qualities and attributes
Essential
- Self-Motivated
- Ability to work on own initiative and as a part of a team
- Ability to understand the needs of patients and deal with them with tact and sensitivity
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).
