Job summary
We are looking to appoint a Medical Secretary to join our busy team. You will be providing full secretarial and administrative support service to the clinical / medical team/s, often being the first point of contact for patients. The role is intrinsically linked to the patient journey by supporting the clinical multi-disciplinary team to monitor and ensure clinical correspondence is produced and compliant with the Trust quality standards.
The successful candidate will be providing support and guidance to patients, carers, relatives, company representatives and others making contact with the service. You will also be responsible for organizing complex activities / programmes/meetings - this may also involve minute taking responsibilities.
Main duties of the job
To provide an administrative and secretarial service to the clinical / medical This will include:
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Monitor and ensure clinical correspondence is produced and compliant with the Trust quality
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Manage dictation, ensuring letters are typed, quality checked, stored in the appropriate hospital system and sent out in a timely manner
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Managing the Clinical / Medical Team's filing system
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Managing the Clinical / Medical Team work diaries and adjusting plans / schedules as necessary
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Maintain the office systems for recording and tracing patient records within the department and assist the Records Department in locating patient records
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Minute taking
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Ensuring consumable stock levels are adequately maintained in line with service need
About us
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
- high-quality care for all,
- being a great place to work,
- partnerships for impact, and
- research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
- we are compassionate,
- we are proud,
- we are inclusive, and
- we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
About the University Hospitals of Leicester NHS Trust:
http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
Job description
Job responsibilities
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Evaluate and deal appropriately with all incoming correspondence ensuring that those urgent enquiries are passed to the clinician promptly. This will include an element of autonomous decision making based on the clinicians normal practice.
-
Responsible for the efficient and effective running of the clinical facing administrative team/s. This will include identifying conflicting demands and adjusting schedules accordingly, arranging complex cross-organizational and multi- disciplinary activities in line with the local and national health care agenda i.e. Better Care Together agenda,Ensuring effective diary maintenance, room and meeting bookings and other administrative arrangements as required, to enable the clinician to fulfil their role.
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Establish appropriate filing systems and protocols. Maintaining files and records according to UHL standards.
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Implementing changes in practice and technology in response to local and corporate drivers e.g. electronic patient records
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The post holder is responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems.
-
Liaising with other clinical facing administrative staff in order to make outpatient appointments from Consultant and GP referrals especially in relation to peripheral clinics ensuring that all the appropriate paperwork is received in a timely and efficient manner.
please see job description/person specification for full details on the role
Job description
Job responsibilities
-
Evaluate and deal appropriately with all incoming correspondence ensuring that those urgent enquiries are passed to the clinician promptly. This will include an element of autonomous decision making based on the clinicians normal practice.
-
Responsible for the efficient and effective running of the clinical facing administrative team/s. This will include identifying conflicting demands and adjusting schedules accordingly, arranging complex cross-organizational and multi- disciplinary activities in line with the local and national health care agenda i.e. Better Care Together agenda,Ensuring effective diary maintenance, room and meeting bookings and other administrative arrangements as required, to enable the clinician to fulfil their role.
-
Establish appropriate filing systems and protocols. Maintaining files and records according to UHL standards.
-
Implementing changes in practice and technology in response to local and corporate drivers e.g. electronic patient records
-
The post holder is responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems.
-
Liaising with other clinical facing administrative staff in order to make outpatient appointments from Consultant and GP referrals especially in relation to peripheral clinics ensuring that all the appropriate paperwork is received in a timely and efficient manner.
please see job description/person specification for full details on the role
Person Specification
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
- Ability to communicate effectively with the general public
- Demonstrates experience of working within a team
Training & Qualifications
Essential
- Educated to GCSE/O Level including Maths & English
- oRSA III or equivalent typing; or RSA II plus relevant secretarial experience
- oNVQ III or equivalent
Desirable
- oHas attended Medical Secretary Course
- oExperience of NHS IT systems such as HISS, DIT3
Experience
Essential
- oMedical Secretary experience
- oKnowledge of a range of secretarial procedures including diary management
- oKnowledge of software programmes including MS Office
- oUnderstanding of medical terminology
- oExperience of dealing with customers/patients
Desirable
- oExperience of working in NHS or other large complex organisation
Communication and relationship skills
Essential
- oEffective communication skills
- oTact and diplomacy
- oProven effective team working
Desirable
- oExposure to dealing with complaints
Analytical and Judgement skills
Essential
- oAble to act on own initiative
- oAbility to work without close supervision
- oAbility to work unsupervised and to prescribed deadlines.
Planning and organisation skills
Essential
- oPlanning and Organisation skills with the ability to prioritise schedules, workloads and adjust plans.
- oAbility to plan the workload and priorities of the administrative team/s.
- oAbility to work unsupervised and to prescribed deadlines.
Desirable
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.
- All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
- Demonstrates resilience to change
Person Specification
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
- Ability to communicate effectively with the general public
- Demonstrates experience of working within a team
Training & Qualifications
Essential
- Educated to GCSE/O Level including Maths & English
- oRSA III or equivalent typing; or RSA II plus relevant secretarial experience
- oNVQ III or equivalent
Desirable
- oHas attended Medical Secretary Course
- oExperience of NHS IT systems such as HISS, DIT3
Experience
Essential
- oMedical Secretary experience
- oKnowledge of a range of secretarial procedures including diary management
- oKnowledge of software programmes including MS Office
- oUnderstanding of medical terminology
- oExperience of dealing with customers/patients
Desirable
- oExperience of working in NHS or other large complex organisation
Communication and relationship skills
Essential
- oEffective communication skills
- oTact and diplomacy
- oProven effective team working
Desirable
- oExposure to dealing with complaints
Analytical and Judgement skills
Essential
- oAble to act on own initiative
- oAbility to work without close supervision
- oAbility to work unsupervised and to prescribed deadlines.
Planning and organisation skills
Essential
- oPlanning and Organisation skills with the ability to prioritise schedules, workloads and adjust plans.
- oAbility to plan the workload and priorities of the administrative team/s.
- oAbility to work unsupervised and to prescribed deadlines.
Desirable
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.
- All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
- Demonstrates resilience to change
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).
