Job summary
A vacancy has arisen for a Support Secretary in the Medicine division at Northampton General Hospital. We are looking for an enthusiastic and experienced Support Secretary/Typist to join our friendly administration team.
The post holder will have a good understanding and knowledge of medical terminology with audio typing experience and good overall IT skills.
In this role you will be working with highly confidential information throughout the day and it's vital that this is dealt with in a sensitive and professional manner.
The successful candidate must be a good team player but with the ability to also work autonomously and manage their own workload.
To work as part of a clerical team to support a defined team of Clinicians. Provide a comprehensive, confidential secretarial and administration support service to the Consultants, Medical staff, clinical team and department (thereafter called Clinical Teams)on a day to day basis. This support should normally be provided during the core hours of 8am and 4:30 pm. However, to ensure alignment with the Direct Clinical Care time of the Clinical Team for who they support, flexibility from core hours may be required and will be determined locally depending upon the needs of the service. Supervise and oversee the workload allocation of the administrative team when required.
This role is a fixed term until 31st March 2026
Main duties of the job
The successful applicant will provide an efficient administrative and secretarial day-to-day support service to the Consultants, medical staff, clinical teams and department (thereafter called Clinical Teams). Duties will include typing of correspondence and documents, dealing with different enquiries, dealing with patients' records and other general office administration duties.
In addition they will undertake effective administrative and secretarial duties as part of the admin team required by department.
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. Take direction from the Administration Manager, Medical Secretary Team to meet the administrative demands.
Ensure all correspondence for the Clinical Team, including clinicalletters, discharge summaries, medico-legal reports and results, minutes of committee meetings etc. are typed and dispatched promptly.
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
Respect
Integrity
Courageous
Accountable
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
The role includes, but is not limited to, the following duties:
To type correspondence and material from dictation, audio or manuscript as required for the Clinical Team, i.e. outpatient clinic letters, discharge summaries, references, minutes of meetings, rotas, etc.
To deal with enquiries on behalf of the Clinical Team either by telephone, personal contact or correspondence, within agreed limits and take appropriate action, i.e. ensure appropriate documentation is available.
Assist the Clinical Team and on receipt of test/investigation results retrieve relevant patient notes and alert of any urgent or abnormal test results when required.
Provide general administrative services including photocopying, filing, faxing and other office routines.
Ensure all correspondence and documentation is filed promptly and cross reference whenever necessary.
Ensure patients notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed in medical records case notes, following laid down guidelines.
Prepare case note folders and complete necessary documentation for all new patients.
Ensure that relevant health records are available to the Clinical Team when required and anticipate demand wherever possible.
Receive and sort daily post, date stamp and distribute as appropriate.
Assist the process of patient tracking including booking all necessary appointments, chasing results, waiting lists and ensuring that patients receive timely treatment up to the point of discharge when required.
Liaise with other hospital departments, GPs and other health care agencies when required.
Assist and help colleagues when the need arises.
Assist the coordination of Clinical Teams diaries to ensure effective time management.
Maximise the use of innovative IT systems.
Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.
Job description
Job responsibilities
The role includes, but is not limited to, the following duties:
To type correspondence and material from dictation, audio or manuscript as required for the Clinical Team, i.e. outpatient clinic letters, discharge summaries, references, minutes of meetings, rotas, etc.
To deal with enquiries on behalf of the Clinical Team either by telephone, personal contact or correspondence, within agreed limits and take appropriate action, i.e. ensure appropriate documentation is available.
Assist the Clinical Team and on receipt of test/investigation results retrieve relevant patient notes and alert of any urgent or abnormal test results when required.
Provide general administrative services including photocopying, filing, faxing and other office routines.
Ensure all correspondence and documentation is filed promptly and cross reference whenever necessary.
Ensure patients notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed in medical records case notes, following laid down guidelines.
Prepare case note folders and complete necessary documentation for all new patients.
Ensure that relevant health records are available to the Clinical Team when required and anticipate demand wherever possible.
Receive and sort daily post, date stamp and distribute as appropriate.
Assist the process of patient tracking including booking all necessary appointments, chasing results, waiting lists and ensuring that patients receive timely treatment up to the point of discharge when required.
Liaise with other hospital departments, GPs and other health care agencies when required.
Assist and help colleagues when the need arises.
Assist the coordination of Clinical Teams diaries to ensure effective time management.
Maximise the use of innovative IT systems.
Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.
Person Specification
Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English of equivalent
- NVQ3 or equivalent experience or qualifications
Desirable
- RSA3, AMSPAR, BSMS Qualification
Knowledge & Experience
Essential
- Knowledge of a range of secretarial and administrative procedures
- Very good written and verbal communication skills
- Courteous, tactful and efficient telephone manner
- Proficient in Microsoft packages including Word and Outlook
- Experience of working in a busy office environment
- Experience of database systems
- Planning and organisational skills to plan straightforward tasks, some ongoing, arranging meetings, arrange diary
- Advanced keyboard skills
- Experience of working within a healthcare setting
- Knowledge of medical terminology
Desirable
- Digital transcription experience
- Experience in working with Patient Administration Systems, incl. Camis
Skills & Abilities
Essential
- Developed attention to detail and accuracy
- Ability to cope under pressure and meet deadlines on a regular basis
- Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required
- Able to maintain confidentiality at all times
- Organisational skills and the ability to work methodically and prioritise
Desirable
Person Specification
Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English of equivalent
- NVQ3 or equivalent experience or qualifications
Desirable
- RSA3, AMSPAR, BSMS Qualification
Knowledge & Experience
Essential
- Knowledge of a range of secretarial and administrative procedures
- Very good written and verbal communication skills
- Courteous, tactful and efficient telephone manner
- Proficient in Microsoft packages including Word and Outlook
- Experience of working in a busy office environment
- Experience of database systems
- Planning and organisational skills to plan straightforward tasks, some ongoing, arranging meetings, arrange diary
- Advanced keyboard skills
- Experience of working within a healthcare setting
- Knowledge of medical terminology
Desirable
- Digital transcription experience
- Experience in working with Patient Administration Systems, incl. Camis
Skills & Abilities
Essential
- Developed attention to detail and accuracy
- Ability to cope under pressure and meet deadlines on a regular basis
- Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required
- Able to maintain confidentiality at all times
- Organisational skills and the ability to work methodically and prioritise
Desirable
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).
