York and Scarborough Teaching Hospitals NHS Foundation Trust

Medical Secretary- Head and Neck

This job is now closed

Job summary

We are looking for a Medical Secretary to join the Maxillofacial and Dental Specialties Team at York Hospital.

Our successful candidate will work as part of a team, taking a lead role in providing a full and comprehensive PA and secretarial service to designated Consultants and their teams.

The post holder will will provide day-to-day work supervision of Assistant Medical Secretaries, Relief Medical Secretaries and administrative staff, within their designated team.

Main duties of the job

Provide a full and comprehensive personal assistant/secretarial service to Consultants and full clinical team members
Accurately transcribe complicated dictation with complex medical terminology
Compose letters as appropriate and undertake transcription of dictation
Take, write and distribute both formal and informal minutes, associated with departmental/directorate meetings where applicable
Receive and process all incoming mail, bringing this and other relevant matters to the timely attention of the medical staff, and taking appropriate action, escalating issues to the relevant clinician as needed
Triage calls, being the first point of contact, dealing sympathetically with people who may be bereaved, distressed or angry, using tact, persuasion and discretion. Assessing priorities.
Demonstrate excellent organisational skills with the ability to work both independently and as part of a team, prioritising workload, cope with multi-tasks and work to deadlines.

About us

Our benefits

We offer a range of benefits to support our staff including:

Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants
27 days holiday rising to 33 days (depending on NHS Trust service)
A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss a potential relocation package, please speak to the recruiting department/manager at interview stage.
A variety of different types of paid and unpaid leave covering emergency and planned leave
Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme
NHS Car Lease scheme and Cycle to Work scheme
An extensive range of learning and development opportunities
Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers

For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.

Date posted

29 November 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

419-6826110-MS-S

Job locations

York Hospital

Wigginton Road

York

YO31 8HE

Job description

Job responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net.

As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Armed Forces Friendly Employer

We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.

COVID-19 Vaccination Requirements

Our Trust continues to strongly encourage our staff to be vaccinated against COVID19, this remains our best defence to protect our patients, ourselves and everyone else.

Job description

Job responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Armed Forces Friendly Employer

COVID-19 Vaccination Requirements

Our Trust continues to strongly encourage our staff to be vaccinated against COVID19, this remains our best defence to protect our patients, ourselves and everyone else.

Person Specification

Education, Qualifications, and Training

Essential

GCSE English Language, Grade C or above (or equivalent)
Word processing skills - OCR III (or equivalent e.g. RSA III)
Typing skills - OCR III (or equivalent e.g. RSA III)
Evidence of continued professional development

Desirable

ECDL
Qualification or appropriate training in Customer Service

Experience and Knowledge

Essential

Thorough knowledge of medical terminology
Minimum 2 years secretarial/administrative experience
Experience of working in a customer focused environment
Experience of using a variety of IT applications, including Microsoft Office

Desirable

NHS Experience

Skills and Attributes

Essential

Ability to communicate with all levels and disciplines of staff, patients, carers and external agencies
Ability to explain complex information to staff, patients and others as required
Ability to communicate with people who are upset and angry and deal with situation effectively
Ability to manage and prioritise conflicting deadlines and pressures
Proficient audio typist with the ability to accurately transcribe complex audio tapes and type complicated medical information whilst subject to frequent interruption
Ability to exercise judgement and resolve problems
Excellent organisational skills
Ability to assimilate new practices and knowledge

Aptitude and Personal Qualities

Essential

Ability to cope with distressing and emotional situations with patients, relatives and staff
High level of interpersonal skills, including sensitivity, diplomacy and empathy
Ability to be flexible and to adapt to new demands
Ability to get on well with members of a team
Ability to work on own initiative and be pro active

Person Specification

Education, Qualifications, and Training

Essential

GCSE English Language, Grade C or above (or equivalent)
Word processing skills - OCR III (or equivalent e.g. RSA III)
Typing skills - OCR III (or equivalent e.g. RSA III)
Evidence of continued professional development

Desirable

ECDL
Qualification or appropriate training in Customer Service

Experience and Knowledge

Essential

Thorough knowledge of medical terminology
Minimum 2 years secretarial/administrative experience
Experience of working in a customer focused environment
Experience of using a variety of IT applications, including Microsoft Office

Desirable

NHS Experience

Skills and Attributes

Essential

Ability to communicate with all levels and disciplines of staff, patients, carers and external agencies
Ability to explain complex information to staff, patients and others as required
Ability to communicate with people who are upset and angry and deal with situation effectively
Ability to manage and prioritise conflicting deadlines and pressures
Proficient audio typist with the ability to accurately transcribe complex audio tapes and type complicated medical information whilst subject to frequent interruption
Ability to exercise judgement and resolve problems
Excellent organisational skills
Ability to assimilate new practices and knowledge

Aptitude and Personal Qualities

Essential

Ability to cope with distressing and emotional situations with patients, relatives and staff
High level of interpersonal skills, including sensitivity, diplomacy and empathy
Ability to be flexible and to adapt to new demands
Ability to get on well with members of a team
Ability to work on own initiative and be pro active

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

York and Scarborough Teaching Hospitals NHS Foundation Trust

Address

York Hospital

Wigginton Road

York

YO31 8HE

Employer's website

https://www.yorkhospitals.nhs.uk (Opens in a new tab)

Employer details

Employer name

York and Scarborough Teaching Hospitals NHS Foundation Trust

Address

York Hospital

Wigginton Road

York

YO31 8HE

Employer's website

https://www.yorkhospitals.nhs.uk (Opens in a new tab)