Job summary
We require a highly motivated and experienced Medical Secretary/PA to join our secretarial team working in a friendly, positive and supportive environment.
The available posts are full time, part time hours will be considered if service needs can be met. Please note this is an office based role with successful applicants required to work on site at the Sussex Cancer Centre.
You will be working within an established secretarial team supporting the clinical team within Oncology. You will have previous secretarial experience, with knowledge of medical terminology and audio-transcribing documents. You must be able to work well under pressure and in challenging conditions, with effective organisational skills.
You will have excellent interpersonal and written communication skills, with the ability to prioritise and work flexibly within the existing secretarial team.
Main duties of the job
To provide a comprehensive and efficient secretarial and administrative service to the Clinicians and nursing teams, ensuring all work is prioritised according to the demands of the service. Managing own workload and acting on an independent basis as required by an experienced Medical Secretary.
To perform a variety of client related secretarial duties and to provide efficient administrative and secretarial cross cover support.
To communicate effectively with a wide variety of people, to include GP's, NHS clients, patients and their carers, and members of the Multidisciplinary Team.
About us
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer abuddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/
Job description
Job responsibilities
Communication
- To deal with incoming telephone calls (from other trust staff, patients, company representatives, and external service users) in an efficient and courteous manner, making decisions as to those requiring re-routing to the Clinician or dealing with queries which may be of a highly complex nature.
- Communicating results that may be of a highly sensitive nature to service users as requested by the Consultant or other senior laboratory staff.
- Organise meetings, including venue, refreshments and invitations as required.
- Arrange and organise meetings for the medical team as required, taking minutes of these if necessary.
- To communicate highly complex information (e.g. communicating a change to hospital policy, reduced theatre lists or staff numbers etc.) to other departments within the hospital; overcoming significant barriers using a high level of interpersonal and persuasive skills.
- To take initial receipt of all incoming correspondence, telephone, written and verbal enquiries as appropriate.
- To attend meetings relevant to the role of medical secretary.
- Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers, managers, wards, admissions and many other departments. Arranging meetings/appointments and provide information on a day-to-day basis.
- To ensure that patient confidentiality is maintained at all times in accordance with the Data Protection Act/Caldicott, acting in accordance with Trust policies.
- To demonstrate extreme tact, diplomacy, patience and empathy in the course of considerable client/patient contact, both in person and over the telephone.
- To impart clear, concise appointment related information to clients/patients.
- To reassure anxious patients who have been recalled for further investigation and explain the procedures which will be undertaken.
- To use interpersonal skills to interact with a variety of patients and to put each individual at ease.
- To communicate appropriately with patients from different backgrounds and cultures.
- To communicate appropriately with patients who have special needs including those with physical and mental disabilities, learning difficulties and with clients who are anxious and/or upset.
- To communicate appropriately with patients who are behaving in an aggressive manner.
- To deal appropriately with messages left on the out of hours answer service.
- To communicate effectively and work collaboratively as a member of the Multidisciplinary team.
Service Delivery and Improvement
- An autonomous responsibility to manage a comprehensive and well-organised administrative and secretarial service for the department, working with limited supervision and on own initiative, prioritising own workload and organising own work to meet designated deadlines.
- Provide a complete secretarial service transcribing author dictation utilising a digital dictation voice recognition system. Audio typing correspondence relating to out-patient attendances, in-patient stays, medical reports, lectures and publications as appropriate.
- Maintain a diary on behalf of the clinical team ensuring that the Secretarial Supervisor and Patient Access Manager is notified of any planned absences in accord with the Trusts Leave Policy. Organising and recording the consultants diary ensuring all paperwork is available as needed for appointments and meetings.
- Take initial receipt of all incoming correspondence, telephone calls, written and verbal enquiries from patients, their families and medical professionals within the Department, the Trust and elsewhere. Using personal knowledge and experience to assess the nature and urgency of the call, and prepare a prompt and/or immediate response when appropriate.
- Using experience and knowledge judge and prioritise before forwarding all other communications to the Consultant, medical team or other appropriate persons in preparation for action or response.
- To actively participate in the audit process in collaboration with Consultants collating patient demographic data and laboratory results into appropriate database and statistical manipulation packages (e.g. Microsoft Excel and Access).
- To comply explicitly with the Trust policies and procedures.
- To perform general clerical tasks including dealing with e-mails, photocopying and filing, maintaining office filing systems and storage of information to meet the needs of the service including uploading documents to PANDA.
- Maintain and utilise department and Trust information systems and ensure the accuracy of information held on the Patient Administration Systems.
- To provide cover for other secretarial and administrative staff, in times of absence.
- To attend departmental meetings as required and ensure that knowledge and skills are kept up to date by attending courses for personal training and development.
- To be proficient in the use of IT software, e.g. Microsoft Outlook, Word, PowerPoint and Excel. There will also be the requirement to use Trust systems and departmental databases for which training will be given.
- Comply explicitly with the Trusts Complaints Procedure. Without delay forward to appropriate parties all formal complaints and responses. Ensure details of all written plaudits are passed on to appropriate staff.
- At no time should clinical staff work outside their defined level of competence. If the post holder has concerns regarding this they should immediately discuss this with their Manager, Supervisor or Consultant. The post holder has the responsibility to inform those supervising their duties if they are not competent to perform a duty.
People Management and Development
- To mentor new staff when necessary and undertake an active role in the induction of new staff.
- To supervise all temporary and bank secretarial staff employed within the Department, directing their work in line with Departmental guidelines.
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
Job description
Job responsibilities
Communication
- To deal with incoming telephone calls (from other trust staff, patients, company representatives, and external service users) in an efficient and courteous manner, making decisions as to those requiring re-routing to the Clinician or dealing with queries which may be of a highly complex nature.
- Communicating results that may be of a highly sensitive nature to service users as requested by the Consultant or other senior laboratory staff.
- Organise meetings, including venue, refreshments and invitations as required.
- Arrange and organise meetings for the medical team as required, taking minutes of these if necessary.
- To communicate highly complex information (e.g. communicating a change to hospital policy, reduced theatre lists or staff numbers etc.) to other departments within the hospital; overcoming significant barriers using a high level of interpersonal and persuasive skills.
- To take initial receipt of all incoming correspondence, telephone, written and verbal enquiries as appropriate.
- To attend meetings relevant to the role of medical secretary.
- Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers, managers, wards, admissions and many other departments. Arranging meetings/appointments and provide information on a day-to-day basis.
- To ensure that patient confidentiality is maintained at all times in accordance with the Data Protection Act/Caldicott, acting in accordance with Trust policies.
- To demonstrate extreme tact, diplomacy, patience and empathy in the course of considerable client/patient contact, both in person and over the telephone.
- To impart clear, concise appointment related information to clients/patients.
- To reassure anxious patients who have been recalled for further investigation and explain the procedures which will be undertaken.
- To use interpersonal skills to interact with a variety of patients and to put each individual at ease.
- To communicate appropriately with patients from different backgrounds and cultures.
- To communicate appropriately with patients who have special needs including those with physical and mental disabilities, learning difficulties and with clients who are anxious and/or upset.
- To communicate appropriately with patients who are behaving in an aggressive manner.
- To deal appropriately with messages left on the out of hours answer service.
- To communicate effectively and work collaboratively as a member of the Multidisciplinary team.
Service Delivery and Improvement
- An autonomous responsibility to manage a comprehensive and well-organised administrative and secretarial service for the department, working with limited supervision and on own initiative, prioritising own workload and organising own work to meet designated deadlines.
- Provide a complete secretarial service transcribing author dictation utilising a digital dictation voice recognition system. Audio typing correspondence relating to out-patient attendances, in-patient stays, medical reports, lectures and publications as appropriate.
- Maintain a diary on behalf of the clinical team ensuring that the Secretarial Supervisor and Patient Access Manager is notified of any planned absences in accord with the Trusts Leave Policy. Organising and recording the consultants diary ensuring all paperwork is available as needed for appointments and meetings.
- Take initial receipt of all incoming correspondence, telephone calls, written and verbal enquiries from patients, their families and medical professionals within the Department, the Trust and elsewhere. Using personal knowledge and experience to assess the nature and urgency of the call, and prepare a prompt and/or immediate response when appropriate.
- Using experience and knowledge judge and prioritise before forwarding all other communications to the Consultant, medical team or other appropriate persons in preparation for action or response.
- To actively participate in the audit process in collaboration with Consultants collating patient demographic data and laboratory results into appropriate database and statistical manipulation packages (e.g. Microsoft Excel and Access).
- To comply explicitly with the Trust policies and procedures.
- To perform general clerical tasks including dealing with e-mails, photocopying and filing, maintaining office filing systems and storage of information to meet the needs of the service including uploading documents to PANDA.
- Maintain and utilise department and Trust information systems and ensure the accuracy of information held on the Patient Administration Systems.
- To provide cover for other secretarial and administrative staff, in times of absence.
- To attend departmental meetings as required and ensure that knowledge and skills are kept up to date by attending courses for personal training and development.
- To be proficient in the use of IT software, e.g. Microsoft Outlook, Word, PowerPoint and Excel. There will also be the requirement to use Trust systems and departmental databases for which training will be given.
- Comply explicitly with the Trusts Complaints Procedure. Without delay forward to appropriate parties all formal complaints and responses. Ensure details of all written plaudits are passed on to appropriate staff.
- At no time should clinical staff work outside their defined level of competence. If the post holder has concerns regarding this they should immediately discuss this with their Manager, Supervisor or Consultant. The post holder has the responsibility to inform those supervising their duties if they are not competent to perform a duty.
People Management and Development
- To mentor new staff when necessary and undertake an active role in the induction of new staff.
- To supervise all temporary and bank secretarial staff employed within the Department, directing their work in line with Departmental guidelines.
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
Person Specification
Experience/Qualifications/Skills
Essential
- Excellent audio typing skills and ability to touch type quickly and accurately
- Knowledge of a range of secretarial procedures and IT skills
- Experience in comparable administrative/secretarial role, to include experience of audio typing
- Good organisational and time management skills
- Able to receive and communicate highly sensitive information with tact
- Good written and spoken English with effective communication and interpersonal skills
Desirable
- Good working knowledge of medical terminology
Equality, Diversity, and Inclusion
Essential
- Evidence of having championed diversity in previous roles (as appropriate to role
- Evidence of having undertaken own development to improve understanding of equalities issues
Person Specification
Experience/Qualifications/Skills
Essential
- Excellent audio typing skills and ability to touch type quickly and accurately
- Knowledge of a range of secretarial procedures and IT skills
- Experience in comparable administrative/secretarial role, to include experience of audio typing
- Good organisational and time management skills
- Able to receive and communicate highly sensitive information with tact
- Good written and spoken English with effective communication and interpersonal skills
Desirable
- Good working knowledge of medical terminology
Equality, Diversity, and Inclusion
Essential
- Evidence of having championed diversity in previous roles (as appropriate to role
- Evidence of having undertaken own development to improve understanding of equalities issues
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.
