Job summary
An opportunity has arisen for a Team Leader/Medical Secretary within the Medical Division.
This post will be full time (or job share to fill full-time hours) and cross site working, based at both HRI & CRH per service needs, managing the secretarial/administrative staff for rheumatology, dermatology, typing pool, care of the elderly services.
The medical secretary aspect will include typing letters from dictation, facilitate meetings, reports, overseeing the management of waiting lists, ordering supplies and various other duties to support the service.
You will also be required to support other colleagues and services subject to service needs for the wider Medicine services. You will need to be compassionate and caring, diplomatic and be able to manage the demands of the role with empathy and resilience.
The successful applicants must possess excellent communication skills and have the ability to work well in a team.
The successful applicants should possess RSA II word processing or equivalent and have a good standard of general education with the desire to learn new skills and undertake training.
The applicants must have secretarial experience in an NHS office or environment with EPR & ESR experience.
As the role will involve large volumes of typing they must have previous experience of audio and touch typing and be able to prioritise workloads, whilst managing the demands of your team.
Previous experience of supervising a team would be advantageous.
Main duties of the job
Please note: interviews will be held week commencing 22nd January 2024.
The post-holder will provide secretarial/administrative support to the department consultants, designated medical staff and their teams and back fill subject to service needs.
The post holder will be responsible for maintaining records both manually and on a computer system and demonstrate the ability to handle sensitive and confidential patient information, i.e. clinical letters, investigations and results.
The post holder acts as the first point of contact for all forms of communication for the consultants and Medical Team from GP's, patients and relatives, consultants and other Trusts.
About us
Calderdale & Huddersfield NHS Foundation Trust is a dynamic and successful organisation with a strong organisational and personal development focus. With over 5,000 employees and a turnover of £310 million, The Trust provides a comprehensive range of secondary care services to the people of Calderdale and Huddersfield and has an exceptional reputation for service delivery.
The Foundation Trust aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others.
Job description
Job responsibilities
The work requires the ability to work unsupervised, aid in the supervision of the secretarial team and handle a variety of duties. Please see job description for more comprehensive detail.
- Priorities/allocate secretarial workloads, deploying staff dependant on service needs.
- Be actively involved in projects and lead on areas of improvement/change.
- Supervise Medical secretarial team - manage annual leave/sickness/return to work interviews/attendance monitoring and performance issues.
- Resolve daily matters with a positive can do attitude, whilst managing a busy workload.
- Work closely with other Team Leaders, Admin Manager, Operational Managers and General Managers across all areas in a professional manner.
- Validate monthly time sheets for submission to payroll
- Participate in recruitment and selection including shortlisting and interviewing.
- Deliver inductions and undertake probationary meetings and reviews, documenting outcomes/results on appropriate reporting systems.
- Request and validate flexible workforce shifts subject to service needs whilst staying within budgetary constraints.
- Complete yearly appraisals for your team and set objectives in line with Trust policy to meet contractual targets.
- Complaints investigation, reporting and identifying & implementing lessons learnt.
- Arrange, attend and participate in meetings; minuting meetings as required and following up on actions.
- Overseeing the management and monitoring of waiting lists.
Job description
Job responsibilities
The work requires the ability to work unsupervised, aid in the supervision of the secretarial team and handle a variety of duties. Please see job description for more comprehensive detail.
- Priorities/allocate secretarial workloads, deploying staff dependant on service needs.
- Be actively involved in projects and lead on areas of improvement/change.
- Supervise Medical secretarial team - manage annual leave/sickness/return to work interviews/attendance monitoring and performance issues.
- Resolve daily matters with a positive can do attitude, whilst managing a busy workload.
- Work closely with other Team Leaders, Admin Manager, Operational Managers and General Managers across all areas in a professional manner.
- Validate monthly time sheets for submission to payroll
- Participate in recruitment and selection including shortlisting and interviewing.
- Deliver inductions and undertake probationary meetings and reviews, documenting outcomes/results on appropriate reporting systems.
- Request and validate flexible workforce shifts subject to service needs whilst staying within budgetary constraints.
- Complete yearly appraisals for your team and set objectives in line with Trust policy to meet contractual targets.
- Complaints investigation, reporting and identifying & implementing lessons learnt.
- Arrange, attend and participate in meetings; minuting meetings as required and following up on actions.
- Overseeing the management and monitoring of waiting lists.
Person Specification
Qualifications
Essential
- GCSE English and Maths grade 9-3 (A*-D)
- Accurate keyboard skills to RSA 2 or equivalent.
- Evidence of commitment to organisational and individual development and undertake all mandatory training where required
Desirable
- Degree or Management Qualification
- ECDL/NVQ2 in Business Admin/Customer Service or equivalent
Experience
Essential
- Experience in an office environment.
- Experience of using computer programmes e.g. Word, Excel, Outlook
- Experience of working to deadlines and targets.
- Ability to organise and prioritise own workload.
- Must have good and accurate inputting skills
- Experience of audio/touch typing with speed and accuracy.
- Awareness of confidentiality
- Medical terminology
- Good communication skills, able to communicate clearly and concisely both on the telephone and face to face.
- Conflict Resolution
Desirable
- Supervising staff, managing attendance/performance
- Experience of working in an NHS environment
- Experience of budgets/finance
- Experience of Complaint handling
- Experience of Recruitment and Selection
- Awareness of Local and National NHS guidelines
- Understanding of Trust policies and their impact on service delivery
- Experience of ESR & EPR systems
- Experience of facilitating and minuting meetings.
Special Knowledge/ Expertise
Essential
- Knowledge of IT software including email, internet, databases, thinkpads and presentations
- Advanced keyboard skills
- Resolve daily matters with professional and positive can do attitude
- Acting with diplomacy and integrity at all times, especially during challenging times
Desirable
- Actively involved with projects and leading on areas of improvement, including analysing and producing reports
- Knowledge of EPR
Person Specification
Qualifications
Essential
- GCSE English and Maths grade 9-3 (A*-D)
- Accurate keyboard skills to RSA 2 or equivalent.
- Evidence of commitment to organisational and individual development and undertake all mandatory training where required
Desirable
- Degree or Management Qualification
- ECDL/NVQ2 in Business Admin/Customer Service or equivalent
Experience
Essential
- Experience in an office environment.
- Experience of using computer programmes e.g. Word, Excel, Outlook
- Experience of working to deadlines and targets.
- Ability to organise and prioritise own workload.
- Must have good and accurate inputting skills
- Experience of audio/touch typing with speed and accuracy.
- Awareness of confidentiality
- Medical terminology
- Good communication skills, able to communicate clearly and concisely both on the telephone and face to face.
- Conflict Resolution
Desirable
- Supervising staff, managing attendance/performance
- Experience of working in an NHS environment
- Experience of budgets/finance
- Experience of Complaint handling
- Experience of Recruitment and Selection
- Awareness of Local and National NHS guidelines
- Understanding of Trust policies and their impact on service delivery
- Experience of ESR & EPR systems
- Experience of facilitating and minuting meetings.
Special Knowledge/ Expertise
Essential
- Knowledge of IT software including email, internet, databases, thinkpads and presentations
- Advanced keyboard skills
- Resolve daily matters with professional and positive can do attitude
- Acting with diplomacy and integrity at all times, especially during challenging times
Desirable
- Actively involved with projects and leading on areas of improvement, including analysing and producing reports
- Knowledge of EPR
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.
