Job summary
The post holder will be responsible for providing a comprehensive administrative and medical secretarial service to the Hospital @ Home Service, applying a high degree of confidentiality. The medical secretary will be instrumental in the smooth running of the office and will need to work without supervision, using their initiative when dealing with enquiries that arise in the absence of the nursing team, to bring about a successful outcome. The post also demands the ability to communicate at all levels with patients, relatives, medical colleagues, nursing teams and allied health professionals to maintain a high standard of service to meet the needs of the patient.
Main duties of the job
- Provide the first point of contact, as appropriate, for written and telephone enquiries on behalf of the team, using judgement to establish validity and priority of the contact.
- Carry out reasonable requests made by Team Lead and Line Manager to whom you will be responsible.
- Deal with telephone calls, faxes and emails, and take appropriate action as required. Provide non-clinical information to patients about the service and appointments.
- Ensure that results and correspondence are up-to-date in the notes as far as is practicable.
- Ensure that all correspondence produced by Hospital @ Home including discharge summaries are typed and dispatched promptly to the relevant recipient.
- Utilise i.PM and daily KPI and raw data spreadsheet, for patient enquiries and data entry. This includes inputting details of patients referred to the service, searching for personal patient information and results, and ensuring that patient information is kept up-to-date when aware / advised of any changes.
- Order and maintain stationary for the office, and non-stock / medical equipment for the nurses as required within budget
- Arrange appointments, maintain diary and manage arrangements for the team where appropriate.
- Provide statistical information as required.
- Ensure referrals from wards, and Consultants are dealt with appropriately.
- Operate and maintain office equipment as per directions for use.
- Produce and provide 'new starter pack' and carry out office induction with all new starters.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
Job description
Job responsibilities
1. Work is managed rather than supervised. Act independently to plan, manage and prioritise own workload.2. Knowledge and understanding through experience of sound office and secretarial practices. To organise and manage an efficient / effective filing system, thus ensuring all office practices are up-to-date and functional. Photocopying and scanning of relevant information.3. Extensive keyboard skills. Knowledge of software programmes (Microsoft Word, Outlook, Excel and hospital specific systems).4. Appropriate knowledge and understanding of medical terms and procedures.5. Provide the first point of contact, as appropriate, for written and telephone enquiries on behalf of the team, using judgement to establish validity and priority of the contact.6. Endeavour to meet urgent deadlines (e.g. typing discharge letters), ensuring patient confidentiality is maintained.7. Carry out reasonable requests made by Team Lead and Line Manager to whom you will be responsible.8. Deal with telephone calls, faxes and emails, and take appropriate action as required. Provide non-clinical information to patients about the service and appointments.9. Telephone calls should be dealt with in a sensitive and tactful manner especially when liaising with distressed, angry or confused patients / relatives.10. Ensure that results and correspondence are up-to-date in the notes as far as is practicable.11. Ensure that all correspondence produced by Hospital @ Home including discharge summaries are typed and dispatched promptly to the relevant recipient.12. Act independently to sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed directly to the nursing staff for action and information, thus using own initiative.13. Request ICE forms (tests and referrals to other services) on behalf of the nursing staff. Obtain and collect hospital notes and test results as requested by team.14. Utilise i.PM and daily KPI and raw data spreadsheet, for patient enquiries and data entry. This includes inputting details of patients referred to the service, searching for personal patient information and results, and ensuring that patient information is kept up-to-date when aware / advised of any changes.15. Order and maintain stationary for the office, and non-stock / medical equipment for the nurses as required within budget limits via various ordering systems (Lyreco, ADB Workmate, Millbrook)16. Arrange appointments, maintain diary and manage arrangements for the team where appropriate. This will necessitate the post holder being able to prioritise certain areas of the teams time.17. Provide statistical information as required.18. Liaise, when necessary, with ward clerks, clinic clerks and secretaries in retrieving notes and advising patients of appointments.19. Ensure referrals from wards, and Consultants are dealt with in a prompt manner.20. Organise and support regular / ad hoc meetings as required. Ensure relevant equipment for meetings is available.21. Prepare for and attend monthly team meetings and participate appropriately to maintain an efficient secretarial service (e.g. take, type and distribute Agendas, Minutes and papers).22. Liaise with other hospitals regarding referrals and appointments.23. Liaise with patients and/or nursing and medical staff to arrange transport when required.24. Concentration is required when typing a complicated medical document or arranging appointments. There are frequent interruptions by the telephone, and other staff entering the office to make inquiries, but these do not cause a change of task.25. Deal with verbally aggressive patients seeking information about current treatment, pending appointments etc.26. Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.27. Operate and maintain office equipment as per directions for use.28. Maintain medical equipment database to ensure all equipment is serviced when due.29. Interviews meet candidates, copy relevant documentation and ensure any practical tests are carried out.30. Produce and provide new starter pack and carry out office induction with all new starters.31. Support the Team Lead as requested.32. Refer to other hospitals and external clinics / services as required.33. Manage the administration of internal audits and annual external surveys. Collate results/feedback and produce report.34. Support team with IT issues as required.
Job description
Job responsibilities
1. Work is managed rather than supervised. Act independently to plan, manage and prioritise own workload.2. Knowledge and understanding through experience of sound office and secretarial practices. To organise and manage an efficient / effective filing system, thus ensuring all office practices are up-to-date and functional. Photocopying and scanning of relevant information.3. Extensive keyboard skills. Knowledge of software programmes (Microsoft Word, Outlook, Excel and hospital specific systems).4. Appropriate knowledge and understanding of medical terms and procedures.5. Provide the first point of contact, as appropriate, for written and telephone enquiries on behalf of the team, using judgement to establish validity and priority of the contact.6. Endeavour to meet urgent deadlines (e.g. typing discharge letters), ensuring patient confidentiality is maintained.7. Carry out reasonable requests made by Team Lead and Line Manager to whom you will be responsible.8. Deal with telephone calls, faxes and emails, and take appropriate action as required. Provide non-clinical information to patients about the service and appointments.9. Telephone calls should be dealt with in a sensitive and tactful manner especially when liaising with distressed, angry or confused patients / relatives.10. Ensure that results and correspondence are up-to-date in the notes as far as is practicable.11. Ensure that all correspondence produced by Hospital @ Home including discharge summaries are typed and dispatched promptly to the relevant recipient.12. Act independently to sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed directly to the nursing staff for action and information, thus using own initiative.13. Request ICE forms (tests and referrals to other services) on behalf of the nursing staff. Obtain and collect hospital notes and test results as requested by team.14. Utilise i.PM and daily KPI and raw data spreadsheet, for patient enquiries and data entry. This includes inputting details of patients referred to the service, searching for personal patient information and results, and ensuring that patient information is kept up-to-date when aware / advised of any changes.15. Order and maintain stationary for the office, and non-stock / medical equipment for the nurses as required within budget limits via various ordering systems (Lyreco, ADB Workmate, Millbrook)16. Arrange appointments, maintain diary and manage arrangements for the team where appropriate. This will necessitate the post holder being able to prioritise certain areas of the teams time.17. Provide statistical information as required.18. Liaise, when necessary, with ward clerks, clinic clerks and secretaries in retrieving notes and advising patients of appointments.19. Ensure referrals from wards, and Consultants are dealt with in a prompt manner.20. Organise and support regular / ad hoc meetings as required. Ensure relevant equipment for meetings is available.21. Prepare for and attend monthly team meetings and participate appropriately to maintain an efficient secretarial service (e.g. take, type and distribute Agendas, Minutes and papers).22. Liaise with other hospitals regarding referrals and appointments.23. Liaise with patients and/or nursing and medical staff to arrange transport when required.24. Concentration is required when typing a complicated medical document or arranging appointments. There are frequent interruptions by the telephone, and other staff entering the office to make inquiries, but these do not cause a change of task.25. Deal with verbally aggressive patients seeking information about current treatment, pending appointments etc.26. Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.27. Operate and maintain office equipment as per directions for use.28. Maintain medical equipment database to ensure all equipment is serviced when due.29. Interviews meet candidates, copy relevant documentation and ensure any practical tests are carried out.30. Produce and provide new starter pack and carry out office induction with all new starters.31. Support the Team Lead as requested.32. Refer to other hospitals and external clinics / services as required.33. Manage the administration of internal audits and annual external surveys. Collate results/feedback and produce report.34. Support team with IT issues as required.
Person Specification
Qualifications
Essential
- Qualifications: General Education to GCSE, NVQ level II or equivalent
Desirable
- Qualifications: RSA 3 or equivalent secretarial qualification
Communication
Essential
- Communications Skills: Ability to communicate professionally with service users Ability to communicate clearly with a wide range of colleagues Effective communication in both verbal and written format Good interpersonal skills
Desirable
- Communication: evidence of communication with external stakeholders, Evidence of report writing for external use
skills
Essential
- Evidence of secretarial experience Experience of working in Acute Trust, Evidence of a good understanding of Admission Avoidance processes
Desirable
- Skills: Ability to understand data analysis in order to highlight concerns to the lead nurse of each team, evidence of working across sites and / or between two Trusts.
Experience
Essential
- Competent in the use of IT packages (e.g. Word, Excel, email) Motivation and ability to learn new IT skills Ability to work well under pressure and consistently meet deadlines Excellent organisational and prioritisation skills Excellent typing skills (to include touch, copy and audio typing) Excellent attention to detail and accuracy Filing and record keeping
Desirable
- Experience: Knowledge of Trust IT systems to include i.PM / ICE/ Nerve center / Evolve/ Nervecentre
Person Specification
Qualifications
Essential
- Qualifications: General Education to GCSE, NVQ level II or equivalent
Desirable
- Qualifications: RSA 3 or equivalent secretarial qualification
Communication
Essential
- Communications Skills: Ability to communicate professionally with service users Ability to communicate clearly with a wide range of colleagues Effective communication in both verbal and written format Good interpersonal skills
Desirable
- Communication: evidence of communication with external stakeholders, Evidence of report writing for external use
skills
Essential
- Evidence of secretarial experience Experience of working in Acute Trust, Evidence of a good understanding of Admission Avoidance processes
Desirable
- Skills: Ability to understand data analysis in order to highlight concerns to the lead nurse of each team, evidence of working across sites and / or between two Trusts.
Experience
Essential
- Competent in the use of IT packages (e.g. Word, Excel, email) Motivation and ability to learn new IT skills Ability to work well under pressure and consistently meet deadlines Excellent organisational and prioritisation skills Excellent typing skills (to include touch, copy and audio typing) Excellent attention to detail and accuracy Filing and record keeping
Desirable
- Experience: Knowledge of Trust IT systems to include i.PM / ICE/ Nerve center / Evolve/ Nervecentre
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).
