Job summary
An opportunity has arisen for a Team Leader/Medical Secretary within the Medical Division, working primarily in Palliative Care as a medical secretary, incorporating the management of a number of secretarial teams.
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,
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, and be able to display strong management skills.
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.
It would be an advantage if the applicants have secretarial and supervisory experience within an NHS environment, and with EPR & ESR experience. However, training and support would be given.
Main duties of the job
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, and manage a number of secretarial teams.
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.
For a full description please review the job description.
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 & Training
Essential
- GCSE English and Maths grade 9-3 (A*-D) or equivalent
- 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
Knowledge, experience & expertise
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
Desirable
- Supervising staff, managing attendance/performance
- Experience of working in an NHS environment
- Experience of Complaint handling
- Awareness of Local and National NHS guidelines
- Understanding of Trust policies and their impact on service delivery
- Experience of ESR & EPR systems
Communication & relationships
Essential
- Excellent written and verbal communication skills
- Professional and positive attitude
- Flexible and adaptable
- Approachable and supportive to others and ability to work in multi-disciplinary team
Person Specification
Qualifications & Training
Essential
- GCSE English and Maths grade 9-3 (A*-D) or equivalent
- 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
Knowledge, experience & expertise
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
Desirable
- Supervising staff, managing attendance/performance
- Experience of working in an NHS environment
- Experience of Complaint handling
- Awareness of Local and National NHS guidelines
- Understanding of Trust policies and their impact on service delivery
- Experience of ESR & EPR systems
Communication & relationships
Essential
- Excellent written and verbal communication skills
- Professional and positive attitude
- Flexible and adaptable
- Approachable and supportive to others and ability to work in multi-disciplinary team
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.
Employer details
Employer name
Calderdale and Huddersfield NHS Foundation Trust
Address
Huddersfield Royal Infirmary/Calderdale Royal Hospital
Huddersfield & Halifax
HX3 0PW
Employer's website
https://www.cht.nhs.uk (Opens in a new tab)
