Job summary
An exciting opportunity has arisen to primarily join the Paediatric Surgical Unit Administration Team at Sheffield Children's NHS Foundation Trust but also to help cover other areas of the Surgical Secretariat if required.
Are you looking for an administrative opportunity, with an element of Leadership, supporting our frontline healthcare professionals deliver outstanding patient care to the Children and Young people at Sheffield Children's NHS Foundation Trust?
The post is 28 hours and the days will be discussed with the successful candidate although this will be during office hours, between Monday - Friday.
You will act as senior medical secretary to the clinical team whilst overseeing the day to day supervision of the wider admin team members.
You will be flexible and conscientious ad have the ability to work on your own initiative, prioritising your work and meeting deadlines whilst maintaining high standards.
You should be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in your role. You will share the Trust values and be committed to equality, diversity and inclusion.
PLEASE NOTE PREVIOUS APPLICANTS NEED NOT APPLY.
Main duties of the job
The key dimensions to the post are as follows:-
- To be a Senior Medical Secretary to the clinical team
- To provide day to day, local, staff supervision
Secretarial / Staff Supervision
You will provide a comprehensive medical secretarial service to Consultants and their teams enabling them to maintain timely patient pathways, respond effectively to complaints and all medico legal requests and maintain their clinical practice.
You will be responsible for the day to day supervision of your speciality team ensuring timely production of clinical correspondence to facilitate compliance with 18 week referral to treatment targets. You will ensure all clinical correspondence is produced to the required standard within the timeframe of the national and local targets.
Please ensure that you explain clearly how you meet the essential and desirable criteria in your application.
About us
Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction of the Trust in our vision "to create a healthier future for children and young people".
- Outstanding patient care
- Brilliant place to work
- Leader in children's health
Out commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Job description
Job responsibilities
Secretarial
- Deal with complex and escalated enquiries by letter/e-mail/ telephone from parents patients, GPs, other hospitals, police, solicitors (via medical records / legal departments), other consultants, unit management, etc. It is essential that facts are assimilated and appropriate action / advice is given. Ensure consultant / medical / nursing staff are contacted as appropriate.
- Provide effective first line communications both within the Trust and between the hospital, GPs, patients and all other relevant external agencies and organisations. Take responsibility for any actions required. Communicate with an appropriate degree of urgency to other team members.
- Be responsible for ensuring all the consultants commitments (including ones held at other Trusts/organisations) are reduced/ cancelled when necessary adhering to relevant procedures and deadlines. Collate on-call rotas as necessary.
- Attend to any additional administration as generated by the consultant team including diary management, booking and cancelling meetings, appointments and travel arrangements as required.
- Take minutes for committees/meetings/away days attended by consultants, transcribe and distribute. Ensure any necessary documentation is collated and distributed in advance if required.
- Attend meetings and take minutes as required by Consultants / team.
- Maintain data bases/spread sheets containing patient information as required by the consultant/team.
- Update RTT in accordance with trust guidelines and ensure accurate patient pathways, investigating and correcting errors as required. Assist the performance team with data management utilising PAS and other departmental databases.
- Utilise outpatient and inpatient PTLs to track patients through pathway.
- Monitor and track the diagnostic investigations bringing the results to the attention of clinical staff as soon as available. Arrange follow up as appropriate.
- Type dictation from audio/hand written notes of clinical letters, theatre notes, medical reports, rotas and general correspondence ensuring they meet locally agreed standards.
- Type dictation from shorthand/audio/hand written notes, of clinical letters, discharge summaries, theatre notes, medical reports, rotas, references and general correspondence including administration and, when required, minutes for committees/meetings attended by their Consultant.
- Type child protection reports/court reports and police statements.
- Ensure that clinic letters are typed and sent out in accordance with the locally agreed standards.
- General office duties
Supervision
- Act as supervisor for staff providing support when necessary, e.g. when staff experience problems with work, medical or personal issues.
- Responsible for ensuring work is appropriately allocated to staff on a daily basis in order to meet changing priorities and organisational requirements.
- To assist the Service Co-ordinator in the recruitment and selection process for new staff.
- Joint responsibility for ensuring that all administrative and clerical staff are adequately trained and developed and have completed the relevant mandatory training including PDRs.
- Support the induction and training of staff to the team.
- Monitor sickness and absence records, taking appropriate action in line with sickness and absence policies and undertake return to work interviews.
- Responsibility to assist the Management team by initiating first line action in potential disciplinary and capability cases.
- Monitor KPIs and undertake quarterly performance reviews with support staff
- Authorise and co-ordinate annual leave ensuring sufficient cover across the service.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Job description
Job responsibilities
Secretarial
- Deal with complex and escalated enquiries by letter/e-mail/ telephone from parents patients, GPs, other hospitals, police, solicitors (via medical records / legal departments), other consultants, unit management, etc. It is essential that facts are assimilated and appropriate action / advice is given. Ensure consultant / medical / nursing staff are contacted as appropriate.
- Provide effective first line communications both within the Trust and between the hospital, GPs, patients and all other relevant external agencies and organisations. Take responsibility for any actions required. Communicate with an appropriate degree of urgency to other team members.
- Be responsible for ensuring all the consultants commitments (including ones held at other Trusts/organisations) are reduced/ cancelled when necessary adhering to relevant procedures and deadlines. Collate on-call rotas as necessary.
- Attend to any additional administration as generated by the consultant team including diary management, booking and cancelling meetings, appointments and travel arrangements as required.
- Take minutes for committees/meetings/away days attended by consultants, transcribe and distribute. Ensure any necessary documentation is collated and distributed in advance if required.
- Attend meetings and take minutes as required by Consultants / team.
- Maintain data bases/spread sheets containing patient information as required by the consultant/team.
- Update RTT in accordance with trust guidelines and ensure accurate patient pathways, investigating and correcting errors as required. Assist the performance team with data management utilising PAS and other departmental databases.
- Utilise outpatient and inpatient PTLs to track patients through pathway.
- Monitor and track the diagnostic investigations bringing the results to the attention of clinical staff as soon as available. Arrange follow up as appropriate.
- Type dictation from audio/hand written notes of clinical letters, theatre notes, medical reports, rotas and general correspondence ensuring they meet locally agreed standards.
- Type dictation from shorthand/audio/hand written notes, of clinical letters, discharge summaries, theatre notes, medical reports, rotas, references and general correspondence including administration and, when required, minutes for committees/meetings attended by their Consultant.
- Type child protection reports/court reports and police statements.
- Ensure that clinic letters are typed and sent out in accordance with the locally agreed standards.
- General office duties
Supervision
- Act as supervisor for staff providing support when necessary, e.g. when staff experience problems with work, medical or personal issues.
- Responsible for ensuring work is appropriately allocated to staff on a daily basis in order to meet changing priorities and organisational requirements.
- To assist the Service Co-ordinator in the recruitment and selection process for new staff.
- Joint responsibility for ensuring that all administrative and clerical staff are adequately trained and developed and have completed the relevant mandatory training including PDRs.
- Support the induction and training of staff to the team.
- Monitor sickness and absence records, taking appropriate action in line with sickness and absence policies and undertake return to work interviews.
- Responsibility to assist the Management team by initiating first line action in potential disciplinary and capability cases.
- Monitor KPIs and undertake quarterly performance reviews with support staff
- Authorise and co-ordinate annual leave ensuring sufficient cover across the service.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Person Specification
Qualifications and Training
Essential
- Educated to GCSE standard or equivalent, with a GCSE in English Language (Grade C or above)
- RSA level 3 typing / word processing or equivalent qualification and experience
- NVQ Level 4 in Business Administration or equivalent or equivalent knowledge acquired through experience
Experience
Essential
- Experience of a range of secretarial processes
- Experience of organising and implementing administrative procedures to support a multi-disciplinary customer focussed service
- Audio typing experience
- Experience of working in a multi-disciplinary team
- Experience of using a wide range of IT and information systems including Microsoft Office
- Experience of scheduling / co-ordination of activities and / or resources
Desirable
- Experience of staff supervision
- Experience of using Hospital Information Systems
Knowledge and Skills
Essential
- Knowledge of medical terminology
- Ability to provide a proactive and high quality customer focused service
- Ability to input, retrieve and analyse information
- Ability to manage conflict and difficult, challenging and sensitive situations
- Ability to use initiative to implement improvements to working practices
- Strong interpersonal skills, for effective working with colleagues and internal and external customers
- Excellent organisational skills with the ability to plan and prioritise work with conflicting deadlines for themselves and others
- Ability to work on own initiative and effectively as a team member
- Ability to communicate information to parents in a sensitive and tactful manner
Desirable
- Knowledge and understanding of the 18 week Referral to Treatment standards.
- Knowledge and understanding of the principles of Information Governance
Personal Attributes
Essential
- Attention to detail
- Effective team worker
- Ability to exercise initiative and self-judgement
- Adaptable to change
Person Specification
Qualifications and Training
Essential
- Educated to GCSE standard or equivalent, with a GCSE in English Language (Grade C or above)
- RSA level 3 typing / word processing or equivalent qualification and experience
- NVQ Level 4 in Business Administration or equivalent or equivalent knowledge acquired through experience
Experience
Essential
- Experience of a range of secretarial processes
- Experience of organising and implementing administrative procedures to support a multi-disciplinary customer focussed service
- Audio typing experience
- Experience of working in a multi-disciplinary team
- Experience of using a wide range of IT and information systems including Microsoft Office
- Experience of scheduling / co-ordination of activities and / or resources
Desirable
- Experience of staff supervision
- Experience of using Hospital Information Systems
Knowledge and Skills
Essential
- Knowledge of medical terminology
- Ability to provide a proactive and high quality customer focused service
- Ability to input, retrieve and analyse information
- Ability to manage conflict and difficult, challenging and sensitive situations
- Ability to use initiative to implement improvements to working practices
- Strong interpersonal skills, for effective working with colleagues and internal and external customers
- Excellent organisational skills with the ability to plan and prioritise work with conflicting deadlines for themselves and others
- Ability to work on own initiative and effectively as a team member
- Ability to communicate information to parents in a sensitive and tactful manner
Desirable
- Knowledge and understanding of the 18 week Referral to Treatment standards.
- Knowledge and understanding of the principles of Information Governance
Personal Attributes
Essential
- Attention to detail
- Effective team worker
- Ability to exercise initiative and self-judgement
- Adaptable to change
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
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).
