Job summary
An
opportunity has arisen for an enthusiastic and organised individual within the
Division of Surgery at Mid Yorkshire NHS Hospital Trust as a Medical Secretary.
This
is an exciting opportunity to work alongside the surgical team to enhance and
support the delivery of patient centered care within the trust.
This
position is 37.5 hours, initially based within the ENT department. Working
days are negotiable with the successful candidate.
Main duties of the job
The
ideal candidate will have strong secretarial skills and have attained RSA Level
3 typing/word processing or equivalent qualification, or experience as a
minimum. Experience using digital dictation, ECDL qualification and experience
of medical terminology will be an advantage but not essential. An understanding
of health related policies such as confidentiality, safeguarding and incident
reporting will also be beneficial to this role. On the job training will be
provided initially within ENT as required for the successful
candidate.
Strong
interpersonal and communication skills are essential as the role requires
liaising with Managers, Consultants, junior medical staff, patients and their
carers on a daily basis. In addition, robust organisational skills will be
necessary to ensure all patients receive timely, accurate and efficient
communications.
The
successful candidate will be based within a diverse secretarial team and be
required to support each other during periods of absence or increased
workloads. Good, supportive team working skills are therefore vital.
About us
We provide care and support to over million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
- To ensure post
addressed to the consultant/clinical team is promptly collected, sorted,
recorded and actioned as appropriate. To act on own initiative where
appropriate in responding to incoming mail.
- Act as a focal
point for the clinical team. Provide a friendly and professional service, deal
with enquiries from a multitude of sources following Trust policies and
standard operating procedures. Liaise with GPs, other hospitals, patients,
internal medical/non-medical staff and medical/non-medical external staff by a
variety of means i.e. face to face/phone/e-mail/letter/scanning on a daily
basis.
- Assist clinicians
with administrative tasks, e.g. utilising IT systems or ensuring paper forms
are completed and sent to relevant departments in a timely manner, in line with
service specific standard operating procedures.
- To ensure all
duties are undertaken in line with standard operating procedures and to enable
the achievement of Trust and Service specific Key Performance Indicators.
- To request, cancel
and re-arrange appointments when necessary.
- Frequently receive
and respond appropriately to telephone and personal enquiries from patients,
relatives, GPs, other consultants and external bodies, referring enquiries to the
consultants/clinical team where necessary. This will require analysis of
queries/issues, making judgements about how to deal with them and escalating as
appropriate. This may require the use of tact/empathic or reassurance skills.
In addition, persuasive skills are often required where agreement or
co-operation is required in trying to avoid Trust complaints.
- Prioritise and
ensure clinical investigations are acted upon appropriately and timely, within
standard operating procedures and meeting KPIs.
- Accurate recording
of all paper/computerised patient records, updating and amending information
timely and within standard operating procedures.
- Undertake routine
or ad hoc data validation as directed.
- Preparation of
documentation for MDTs.
- Keep an up to date
and accurate record of patient case notes entering and leaving the department.
Sourcing and distribution of case notes to other departments and hospitals e.g.
File Tracker/relevant IT system.
- Undertake typing of
medical correspondence using copy, digital dictation and relevant IT systems to
a high and accurate standard. This may include clinic letters, medico-legal
reports and other administrative work.
- Keep appropriate
statistical records/information as and when required for the clinical team for
audit purposes. Provision of statistical returns required at regular intervals.
This may involve entering statistical data onto databases.
- Responsible for the
receipt of referral letters with timely input onto the computerised IT Systems
and ensuring that all patients demographic information is recorded accurately
in order to arrange outpatient appointments for clinics in accordance with
service specific requirements.
- To be responsible
for ensuring copies of correspondence are stored in the patients records in
accordance standard operating procedures.
- To attend meetings
and appropriate Committees to provide secretarial support by taking minutes and
arranging meetings, as and when required. This could include support to
Consultants in their special interests role(s), e.g Clinical Tutor, Child
Protection, etc.
- To be responsible
for the confidential management of patient records and ensure that all
documentation is returned to the appropriate department timely within standard
operating procedures.
- To be responsible
for the preparation of patient records for admission, transfer and discharge in
a timely manner as and when required.
- The post holder
will give relevant assistance and training as and when required to support all
colleagues.
- To carry out
general administration duties and provide clerical assistance, as required.
- To send and receive
scanned documents via secure NHS email as per Trust policy.
- Ensure that all
Hospital records are tracked and booked using the trusts File Tracker computer
system, or other relevant IT system.
Job description
Job responsibilities
- To ensure post
addressed to the consultant/clinical team is promptly collected, sorted,
recorded and actioned as appropriate. To act on own initiative where
appropriate in responding to incoming mail.
- Act as a focal
point for the clinical team. Provide a friendly and professional service, deal
with enquiries from a multitude of sources following Trust policies and
standard operating procedures. Liaise with GPs, other hospitals, patients,
internal medical/non-medical staff and medical/non-medical external staff by a
variety of means i.e. face to face/phone/e-mail/letter/scanning on a daily
basis.
- Assist clinicians
with administrative tasks, e.g. utilising IT systems or ensuring paper forms
are completed and sent to relevant departments in a timely manner, in line with
service specific standard operating procedures.
- To ensure all
duties are undertaken in line with standard operating procedures and to enable
the achievement of Trust and Service specific Key Performance Indicators.
- To request, cancel
and re-arrange appointments when necessary.
- Frequently receive
and respond appropriately to telephone and personal enquiries from patients,
relatives, GPs, other consultants and external bodies, referring enquiries to the
consultants/clinical team where necessary. This will require analysis of
queries/issues, making judgements about how to deal with them and escalating as
appropriate. This may require the use of tact/empathic or reassurance skills.
In addition, persuasive skills are often required where agreement or
co-operation is required in trying to avoid Trust complaints.
- Prioritise and
ensure clinical investigations are acted upon appropriately and timely, within
standard operating procedures and meeting KPIs.
- Accurate recording
of all paper/computerised patient records, updating and amending information
timely and within standard operating procedures.
- Undertake routine
or ad hoc data validation as directed.
- Preparation of
documentation for MDTs.
- Keep an up to date
and accurate record of patient case notes entering and leaving the department.
Sourcing and distribution of case notes to other departments and hospitals e.g.
File Tracker/relevant IT system.
- Undertake typing of
medical correspondence using copy, digital dictation and relevant IT systems to
a high and accurate standard. This may include clinic letters, medico-legal
reports and other administrative work.
- Keep appropriate
statistical records/information as and when required for the clinical team for
audit purposes. Provision of statistical returns required at regular intervals.
This may involve entering statistical data onto databases.
- Responsible for the
receipt of referral letters with timely input onto the computerised IT Systems
and ensuring that all patients demographic information is recorded accurately
in order to arrange outpatient appointments for clinics in accordance with
service specific requirements.
- To be responsible
for ensuring copies of correspondence are stored in the patients records in
accordance standard operating procedures.
- To attend meetings
and appropriate Committees to provide secretarial support by taking minutes and
arranging meetings, as and when required. This could include support to
Consultants in their special interests role(s), e.g Clinical Tutor, Child
Protection, etc.
- To be responsible
for the confidential management of patient records and ensure that all
documentation is returned to the appropriate department timely within standard
operating procedures.
- To be responsible
for the preparation of patient records for admission, transfer and discharge in
a timely manner as and when required.
- The post holder
will give relevant assistance and training as and when required to support all
colleagues.
- To carry out
general administration duties and provide clerical assistance, as required.
- To send and receive
scanned documents via secure NHS email as per Trust policy.
- Ensure that all
Hospital records are tracked and booked using the trusts File Tracker computer
system, or other relevant IT system.
Person Specification
Skills and Abilities:
Essential
- Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required.
- Ability to deal with conflict.
- Good time management skills.
- Ability to engage and motivate others.
- High standard of accuracy.
- High level of initiative.
- Flexibility and able to adapt to change.
- Able to work as part of a team.
- Strong analytical skills.
- Ability to establish and maintain effective working relationships.
Qualifications
Essential
- RSA Level 3 typing/word processing or equivalent qualification or experience.
- Sound educational background (4 GCSEs, grade C or above).
Desirable
- IT qualifications e.g. ECDL.
- Medical Secretary Diploma.
- Shorthand qualification.
- Medical terminology.
- RSA Level 3 typing/word processing or equivalent qualification or experience.
Knowledge and Awareness:
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Awareness of own limitations.
Desirable
- Knowledge of Trust Policies.
Experience
Essential
- Experience and knowledge of multi-disciplinary team working
- Secretarial experience
- Experience of working with filing systems
- Experience of good customer or patient care
- Working with computer software programmes such as Microsoft Office, e-mail and internet
- Experience of scheduling/co-ordination activities and/or resources
Desirable
- Medical secretarial experience
- Previous NHS administrative role
- Experience of working with patients requiring health care
- Experience with NHS/healthcare software systems
- Experience of working with confidential material
Person Specification
Skills and Abilities:
Essential
- Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required.
- Ability to deal with conflict.
- Good time management skills.
- Ability to engage and motivate others.
- High standard of accuracy.
- High level of initiative.
- Flexibility and able to adapt to change.
- Able to work as part of a team.
- Strong analytical skills.
- Ability to establish and maintain effective working relationships.
Qualifications
Essential
- RSA Level 3 typing/word processing or equivalent qualification or experience.
- Sound educational background (4 GCSEs, grade C or above).
Desirable
- IT qualifications e.g. ECDL.
- Medical Secretary Diploma.
- Shorthand qualification.
- Medical terminology.
- RSA Level 3 typing/word processing or equivalent qualification or experience.
Knowledge and Awareness:
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Awareness of own limitations.
Desirable
- Knowledge of Trust Policies.
Experience
Essential
- Experience and knowledge of multi-disciplinary team working
- Secretarial experience
- Experience of working with filing systems
- Experience of good customer or patient care
- Working with computer software programmes such as Microsoft Office, e-mail and internet
- Experience of scheduling/co-ordination activities and/or resources
Desirable
- Medical secretarial experience
- Previous NHS administrative role
- Experience of working with patients requiring health care
- Experience with NHS/healthcare software systems
- Experience of working with confidential material
Additional information
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).
