Job summary
We are looking to recruit a highly motivated and skilled Team Secretary to join our General Surgery Admin Team, providing secretarial assistance across all Services within General Surgery. The role will mainly support the Medical Secretaries in their day to day care of patients under specific named consultants within General Surgery.
The Surgical Business Unit is a very busy service, delivered by a close knit multi-disciplinary team, made up of a wider team of medical professionals and administrative support. The ability to work as part of a team is therefore a key aspect of the role. Ideal candidates will have previous relevant NHS experience in a secretarial or admin role. They will be able to demonstrate at interview a good understanding of how to manage the challenges that this role can bring, demonstrating excellent communication and interpersonal skills. It is essential that you have at least one year's typing experience and possess RSA/OCR level II or be able to provide proof of working towards this. You should have a good working knowledge of Microsoft Software packages including Word and Excel. Knowledge of medical terminology is desirable. It is essential that post holder is well organised, has the ability to work calmly and effectively under pressure whilst being caring and compassionate.
Main duties of the job
The post holder will be expected to manage and prioritise their own work on a daily basis and to use their initiative and discretion to manage the competing priorities. They will however work under the supervision of the Admin Manager, as well as working closely with General Surgery Admin Team members who will provide advice and support. The successful candidate will frequently be expected to interact with a wide number of staff from across different services, as well as members of the Trust Cancer Tracking Team and Theatre Team.
As this role is a Team Secretary, it will be expected that the post holder will spend various amounts of times across all teams within General Surgery learning the various processes and procedures within each speciality.
About us
Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.
Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.
We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.
Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.
We have a number of staff networks including the Global Ethnic Majority (GEM) network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our Armed Forces network is one of our emerging networks.
The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.
Job description
Job responsibilities
Provide a high quality clinical typing service as delegated by the Admin Manager or Senior Medical Secretary, including; clinic instructions/outcomes, update routine information in procedural documents etc.
Action tasks arising from typing; including updating systems, outcome codes, internal referral, ITP & image transfer.
Provide information to assist performance reporting and resolution of queries or complaints (e.g. PALS/InPhase) as required.
Support Multi-Disciplinary Team Meetings when necessary, as delegated by the Admin Manager. This may involve populating proformas, attending meetings, minutes and following up on actions from clinic.
Contribute to ensuring the effective and efficient delivery of the clinical administration function, as delegated by the Admin Manager or Senior Medical Secretary.
Responsible for collecting notes from each department and returning to Library.
Assist with handling telephone enquiries.
Spend time in all departments to learn processes and procedures and to provide cover to the consultant team in the absence of colleagues to support the service as dictated by the Admin Manager.
Job description
Job responsibilities
Provide a high quality clinical typing service as delegated by the Admin Manager or Senior Medical Secretary, including; clinic instructions/outcomes, update routine information in procedural documents etc.
Action tasks arising from typing; including updating systems, outcome codes, internal referral, ITP & image transfer.
Provide information to assist performance reporting and resolution of queries or complaints (e.g. PALS/InPhase) as required.
Support Multi-Disciplinary Team Meetings when necessary, as delegated by the Admin Manager. This may involve populating proformas, attending meetings, minutes and following up on actions from clinic.
Contribute to ensuring the effective and efficient delivery of the clinical administration function, as delegated by the Admin Manager or Senior Medical Secretary.
Responsible for collecting notes from each department and returning to Library.
Assist with handling telephone enquiries.
Spend time in all departments to learn processes and procedures and to provide cover to the consultant team in the absence of colleagues to support the service as dictated by the Admin Manager.
Person Specification
Essential
Essential
- At least one year's experience of working as a secretary
- At least one year 's experience of typing letters
- RSA II/OCR II typing or equivalent
- Knowledge of Microsoft Office packages including Word and Excel
- English Language (GCSE) - at least Grade C or above
Desireable
Essential
- audio typing
- Experience of working as an administrator in an NHS or healthcare setting
Person Specification
Essential
Essential
- At least one year's experience of working as a secretary
- At least one year 's experience of typing letters
- RSA II/OCR II typing or equivalent
- Knowledge of Microsoft Office packages including Word and Excel
- English Language (GCSE) - at least Grade C or above
Desireable
Essential
- audio typing
- Experience of working as an administrator in an NHS or healthcare setting
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).
