Job summary
An exciting opportunity has arisen for a highly motivated individual to join our Medical Secretary Team working within the North Staffordshire and Stoke-on-Trent Musculoskeletal Integrated Service (NIMS). We are looking for an individual who has good interpersonal skills, is able to work independently and as part of a team in a busy environment.
The role is full-time (37.5hours) and a job share will be considered. The role is based at Haywood Hospital, working Monday-to-Friday 8am - 4pm, once training and competencies have been signed off we have the option of home working. The ideal candidate will need to be flexible as the office hours will need to be covered on a rota basis which will change week to week, and home working may be subject to change inline with Trust guidelines.
Good customer service skills and an excellent telephone manner is imperative. You will support the Clinical Team providing extensive secretarial and administrative support and be responsible for the effective and efficient working of non-clinical aspects of the service in accordance with all Trust policies and procedures.
The post holder should have experience with Audio Typing and have OCR Text Processing Level 2 or equivalent Audio Typing experience, previous NHS administration experience, telephone/communication skills and be competent in Microsoft Office
We are passionate about delivering an excellent service to patients and you will play a crucial role in achieving this.
Main duties of the job
KEY RESPONSIBILITIES
o To provide high quality Medical Secretarial support to NIMS in order to ensure the delivery of a comprehensive administrative service along with the Senior Medical Secretary.o To be the first point of contact for enquiries and complaints relating to NIMS, exercising own judgement to problem solve and using persuasive skills to defuse as required, escalating to the Service Co-ordinator as appropriate.
About us
By joining Team MPFT, you will be helping your communities and in return for this, we will support you by:Supporting your career development and progression.Excellent NHS Pension schemeGenerous maternity, paternity, adoption leaveOptions for flexible workingUp to 27 days annual leave (increasing with service up to 33 days) and the opportunity to purchase additional annual leave.Extensive Health and Wellbeing support and resourcesIf you work in our community teams, we pay for your time travelling between patients.Lease car if you complete more than 500 business miles per annum, fully insured and maintained (including tyres), mileage paid at lease car rateSalary sacrifice car - fully insured and maintained (including tyres), your gross pay is reduced by the cost of the vehicle before tax, NI and pension deductions are calculated, mileage paid at business ratesSalary sacrifice bikes up to £2kFree car parking at all trust sitesFree flu vaccination every yearCitizens Advice support linked with a Hardship Fund for one off additional support up to £250 (if the criteria is met)
And more. We are proud to be a diverse and inclusive organisation and there is a choice of staff networks that help you meet like-minded people.
Job description
Job responsibilities
KEY RESPONSIBILITIES
To provide high quality Medical Secretarial support to NIMS in order to ensure the delivery of a comprehensive administrative service along with the Senior Medical Secretary. To be the first point of contact for enquiries and complaints relating to NIMS, exercising own judgement to problem solve and using persuasive skills to defuse as required, escalating to the Service Co-ordinator as appropriate. Recognising red flags when speaking to patients or other healthcare providers and giving appropriate clinical advice/information as per Standard Operating Procedures. Ensure when typing clinic letters that any tests/investigations are noted on the 18 week pathway form. Liaise with other internal and external services as required to ensure that all test results and investigation reports are received in line with target agreements. Ensure that all test results and investigations reports received for patients on the waiting lists are brought to the attention of the relevant Clinician in order for the Clinician to dictate the next stage of the patient pathway. To ensure that patient waiting lists are kept up to date and managed in line with Trust Policies and Procedures. Prioritise to ensure the workload is dealt with in a timely manner. Responsibility for the handling of telephone and other communications with sensitivity and confidentiality, using personal judgement and acquired knowledge to deal with the situation accordingly. Liaise with the Medical and Appointment Booking Teams to arrange, cancel and alter clinic commitments to contribute to the smooth running of the service. Provide information and pass on advice to patients, relatives and carers relating to appointments and admissions. Responsible for sorting and distributing incoming/outgoing information in a timely manner. To ensure systems are in place to deliver a high standard of communication to build and maintain good working relationships. Follow Standard Operating Procedures and support in their development and implementation within own working practices in order to improve patient care and processes to continually improve service delivery. High level knowledge of multiple patient systems and packages within the role. To ensure patients notes are requested and provided in a timely manner. Train and mentor new starters within the team and provide on-going support as required. To develop and maintain a team working philosophy within the department. Entering appointment details onto relevant Trust electronic systems. Transcribing and typing up of minutes. Accurate typing of complex patient letters using audio dictation recorded by clinicians, of which will include the use of medical terminology; Creation of letters as requested by the Clinical Team. Knowledge of a full range of secretarial procedures.
If you would like to work alongside a dynamic multi-disciplinary team we would love to hear from you. If you would like any further general information regarding the role please contact:
Margurite O'Mara - Service Lead: Margurite.O'Mara@mpft.nhs.uk
Julie Matthews - Clinical Nurse Specialist - ITB: Julie.Matthews@mpft.nhs.uk
Job description
Job responsibilities
KEY RESPONSIBILITIES
To provide high quality Medical Secretarial support to NIMS in order to ensure the delivery of a comprehensive administrative service along with the Senior Medical Secretary. To be the first point of contact for enquiries and complaints relating to NIMS, exercising own judgement to problem solve and using persuasive skills to defuse as required, escalating to the Service Co-ordinator as appropriate. Recognising red flags when speaking to patients or other healthcare providers and giving appropriate clinical advice/information as per Standard Operating Procedures. Ensure when typing clinic letters that any tests/investigations are noted on the 18 week pathway form. Liaise with other internal and external services as required to ensure that all test results and investigation reports are received in line with target agreements. Ensure that all test results and investigations reports received for patients on the waiting lists are brought to the attention of the relevant Clinician in order for the Clinician to dictate the next stage of the patient pathway. To ensure that patient waiting lists are kept up to date and managed in line with Trust Policies and Procedures. Prioritise to ensure the workload is dealt with in a timely manner. Responsibility for the handling of telephone and other communications with sensitivity and confidentiality, using personal judgement and acquired knowledge to deal with the situation accordingly. Liaise with the Medical and Appointment Booking Teams to arrange, cancel and alter clinic commitments to contribute to the smooth running of the service. Provide information and pass on advice to patients, relatives and carers relating to appointments and admissions. Responsible for sorting and distributing incoming/outgoing information in a timely manner. To ensure systems are in place to deliver a high standard of communication to build and maintain good working relationships. Follow Standard Operating Procedures and support in their development and implementation within own working practices in order to improve patient care and processes to continually improve service delivery. High level knowledge of multiple patient systems and packages within the role. To ensure patients notes are requested and provided in a timely manner. Train and mentor new starters within the team and provide on-going support as required. To develop and maintain a team working philosophy within the department. Entering appointment details onto relevant Trust electronic systems. Transcribing and typing up of minutes. Accurate typing of complex patient letters using audio dictation recorded by clinicians, of which will include the use of medical terminology; Creation of letters as requested by the Clinical Team. Knowledge of a full range of secretarial procedures.
If you would like to work alongside a dynamic multi-disciplinary team we would love to hear from you. If you would like any further general information regarding the role please contact:
Margurite O'Mara - Service Lead: Margurite.O'Mara@mpft.nhs.uk
Julie Matthews - Clinical Nurse Specialist - ITB: Julie.Matthews@mpft.nhs.uk
Person Specification
QUALIFICATIONS
Essential
- 5 GCSES grade C or above to include GCSE English or equivalent
- RSA III award or equivalent qualification
- OCR Text Processing (Level II) or equivalent audio typing experience
EXPERIENCE
Essential
- Relevant applicable experience in a similar medical secretarial/administrative role
- Experience of working in a health care environment
- Experience of problem solving and dealing with non-routine issues within an administrative/secretarial setting
- oExcellent organisational and computer skills
SKILLS
Essential
- Knowledge of Microsoft Office Packages
- Wide range knowledge of Hospital Systems e.g. Medway, CRIS, iPortal, Winscribe
- Ability to manage large volumes of work with a very fast turnaround
- Ability to deal effectively and with sensitivity when dealing with the public, including where there are barriers to understanding, using tact, diplomacy, and persuasion
Person Specification
QUALIFICATIONS
Essential
- 5 GCSES grade C or above to include GCSE English or equivalent
- RSA III award or equivalent qualification
- OCR Text Processing (Level II) or equivalent audio typing experience
EXPERIENCE
Essential
- Relevant applicable experience in a similar medical secretarial/administrative role
- Experience of working in a health care environment
- Experience of problem solving and dealing with non-routine issues within an administrative/secretarial setting
- oExcellent organisational and computer skills
SKILLS
Essential
- Knowledge of Microsoft Office Packages
- Wide range knowledge of Hospital Systems e.g. Medway, CRIS, iPortal, Winscribe
- Ability to manage large volumes of work with a very fast turnaround
- Ability to deal effectively and with sensitivity when dealing with the public, including where there are barriers to understanding, using tact, diplomacy, and persuasion
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.
