Job summary
Are you looking for a new challenge in a fast paced environment? If so then this is the role for you. An exciting opportunity has arisen for a Medical Secretary to join the Neurology Department within the Medicine Division. This will be a full time post at 37.5 hours per week, Monday - Friday.
You will be expected to work as part of a team, contributing to the smooth running of the service by providing secretarial support. You must have good verbal and written communication skills and be able to communicate effectively with people at all levels within the organisation.
This is an excellent and exciting opportunity to join the Neurology Department which is a very busy and fast paced department providing patient care across Lancashire & South Cumbria, East Lancashire, Blackpool & Fylde and surrounding areas.
Main duties of the job
You will provide a medical secretarial service to Neurology Consultants as well as working closely alongside other staff within the Neurology Team. The work will cover a wide range of duties and the applicant must therefore be able to demonstrate a flexible approach to all working relationships. Team-working is essential.
Under the supervision of the Clinical Support Managers, the post holder will be responsible for the line management and day to day management of a team of Support Medical Secretaries and Administration Staff.
The post holder will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity.
The ability to use your initiative and work as a member of a busy team is essential.
About us
We have 10000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.
Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.
You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done. You'll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.
You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care which means your role is pivotal and something really to be proud of.
Job description
Job responsibilities
Please read the job description listed below:
- Develop and maintain effective working relationships with clinicians, managers and others within the Medicine Division and Trust wide service users.
- Be the point of contact for all non-routine enquires facilitating communication and information flows, initiating and responding to correspondence and resolving enquires.
- Investigate and respond to complaints/incident forms as required, taking action where necessary and reporting to Clinical Support Managers.
- Provide administrative and secretarial support to consultants. The post holder will often be the first point of contact for patients and clinicians and will be expected to work independently using their own initiative with minimal direct supervision.
- Responsible for day to day management and practical training of medical secretarial support staff.
- Undertake Medical Secretarial duties
- Diary management
- Collation of papers for consultants in support of the preparation for meetings/presentation or the development of reports etc.
- Typing of clinic letters or other correspondence produced by consultants, junior medical staff and any other staff.
- Utilisation of local or Trust case note tracking system.
- Filing of reports and results.
- Action results for cancer patients, ensuring medical and nurse specialists are aware of the results.
- Where necessary undertake the management of waiting lists for the Division.
- Where necessary coordinate staffing rotas for the Medical Secretary and Support Secretarial/Admin Team.
Team Leadership
- Lead the Secretarial / Admin Team to sustain a high level of quality, service efficiency and effectiveness and ensure work is carried out following Department and Trust guidelines
- Lead the Secretarial Team / Admin Team to ensure annual appraisals and reviews, CPD, annual training and PDP are met.
- Ensure regular reporting of activity and performance
- Promote team identity and create positive working conditions to allow a high quality, efficient and effective Team.
- Assist in recruitment and selection processes.
- Facilitate with sickness absence reporting and Healthroster monitoring.
- Contribute to any service review process as requested
- Promote the implementation of best practice; ensure professional standards within the secretarial team are maintained in line with IG, national standards and legal requirements and organisational
- Undertake audits within the Secretarial Admin Team.
- Performance Management
Service Improvement
- Assist with any standard operating procedures which may impact on services
- Maintain a good knowledge of current policies
- Support Clinical Support Managers in team meetings and lead own team meetings, minuting meetings where necessary.
- Make constructive suggestions as to how services can be improved for service users, the Medical Secretarial Team, Speciality and Division.
- Monitor clinic utilisation of all clinics ensure action plans are in place for underutilised or overbooked clinics linking in with the Clinical Support Managers.
Services and Project Management
- Support Clinical Support Managers with service changes and developments
- Monitor reporting Queues on QuadraMed
- Display Screen Equipment Assessments as required
- Plan rota for medical secretaries
Person specification Qualifications and Education
Essential Criteria - GCSE Grade C or above English& Maths
- Good General Education
- Typing speed of 60 wpm
Desirable Criteria - RSA 2 or 3 or equivalent typing skills
- AMSPAR
- Relevant In-House Training Courses: e.g. Attendance Management, Appraisal Training, DSE, Risk Assessment
- ECDL or equivalent
Knowledge and Experience
Essential Criteria - Efficient in the use of Microsoft Word for Windows
- Experience of Excel, Power Point, and Outlook.
- Effective team working
- Knowledge of NHS Policies and national targets including 2 Week Rules, 18 Weeks Target
- Experience of working in busy environment and ability to change priorities to meet deadlines, effective delegation skills.
- Able to manage own workload, plan the work for others, work autonomously as part of a team.
- Audio typing experience.
Desirable Criteria - Previous Medical Secretary experience
- Experience of staff management & supervision
- Evidence of introducing service developments and innovation
- Advanced knowledge of medical terminology
- Working knowledge of Trusts current IT systems
- Experience and competent minute taking.
Skills and Abilities
Essential Criteria - Able to use own initiative and work without supervision
- Possess excellent interpersonal patient/colleague skills with a requirement for negotiation, diplomacy and tact & ability to recognise own behaviour and its impact on others
- Ability to communicate relevant and precise information in a concise format
- Demonstrate a proactive approach to health and safety
- Excellent IT skills with a good knowledge of hospital based systems
- Ability to liaise and co-ordinate with Teams from other hospitals
- Undertake appraisals
- Excellent organisational skills
Desirable Criteria - Able to analyse complex information, initiate action as appropriate
Values and Behaviours
Essential Criteria - Professional approach understanding confidentiality/effective communicator
- Enthusiastic and positive approach to working in a busy office setting with the ability to adapt to changing situations/priorities
- Willing to work in a flexible manner
- Ability to work under pressure and deal with unpredictable issues as they arise on a daily basis
Job description
Job responsibilities
Please read the job description listed below:
- Develop and maintain effective working relationships with clinicians, managers and others within the Medicine Division and Trust wide service users.
- Be the point of contact for all non-routine enquires facilitating communication and information flows, initiating and responding to correspondence and resolving enquires.
- Investigate and respond to complaints/incident forms as required, taking action where necessary and reporting to Clinical Support Managers.
- Provide administrative and secretarial support to consultants. The post holder will often be the first point of contact for patients and clinicians and will be expected to work independently using their own initiative with minimal direct supervision.
- Responsible for day to day management and practical training of medical secretarial support staff.
- Undertake Medical Secretarial duties
- Diary management
- Collation of papers for consultants in support of the preparation for meetings/presentation or the development of reports etc.
- Typing of clinic letters or other correspondence produced by consultants, junior medical staff and any other staff.
- Utilisation of local or Trust case note tracking system.
- Filing of reports and results.
- Action results for cancer patients, ensuring medical and nurse specialists are aware of the results.
- Where necessary undertake the management of waiting lists for the Division.
- Where necessary coordinate staffing rotas for the Medical Secretary and Support Secretarial/Admin Team.
Team Leadership
- Lead the Secretarial / Admin Team to sustain a high level of quality, service efficiency and effectiveness and ensure work is carried out following Department and Trust guidelines
- Lead the Secretarial Team / Admin Team to ensure annual appraisals and reviews, CPD, annual training and PDP are met.
- Ensure regular reporting of activity and performance
- Promote team identity and create positive working conditions to allow a high quality, efficient and effective Team.
- Assist in recruitment and selection processes.
- Facilitate with sickness absence reporting and Healthroster monitoring.
- Contribute to any service review process as requested
- Promote the implementation of best practice; ensure professional standards within the secretarial team are maintained in line with IG, national standards and legal requirements and organisational
- Undertake audits within the Secretarial Admin Team.
- Performance Management
Service Improvement
- Assist with any standard operating procedures which may impact on services
- Maintain a good knowledge of current policies
- Support Clinical Support Managers in team meetings and lead own team meetings, minuting meetings where necessary.
- Make constructive suggestions as to how services can be improved for service users, the Medical Secretarial Team, Speciality and Division.
- Monitor clinic utilisation of all clinics ensure action plans are in place for underutilised or overbooked clinics linking in with the Clinical Support Managers.
Services and Project Management
- Support Clinical Support Managers with service changes and developments
- Monitor reporting Queues on QuadraMed
- Display Screen Equipment Assessments as required
- Plan rota for medical secretaries
Person specification Qualifications and Education
Essential Criteria - GCSE Grade C or above English& Maths
- Good General Education
- Typing speed of 60 wpm
Desirable Criteria - RSA 2 or 3 or equivalent typing skills
- AMSPAR
- Relevant In-House Training Courses: e.g. Attendance Management, Appraisal Training, DSE, Risk Assessment
- ECDL or equivalent
Knowledge and Experience
Essential Criteria - Efficient in the use of Microsoft Word for Windows
- Experience of Excel, Power Point, and Outlook.
- Effective team working
- Knowledge of NHS Policies and national targets including 2 Week Rules, 18 Weeks Target
- Experience of working in busy environment and ability to change priorities to meet deadlines, effective delegation skills.
- Able to manage own workload, plan the work for others, work autonomously as part of a team.
- Audio typing experience.
Desirable Criteria - Previous Medical Secretary experience
- Experience of staff management & supervision
- Evidence of introducing service developments and innovation
- Advanced knowledge of medical terminology
- Working knowledge of Trusts current IT systems
- Experience and competent minute taking.
Skills and Abilities
Essential Criteria - Able to use own initiative and work without supervision
- Possess excellent interpersonal patient/colleague skills with a requirement for negotiation, diplomacy and tact & ability to recognise own behaviour and its impact on others
- Ability to communicate relevant and precise information in a concise format
- Demonstrate a proactive approach to health and safety
- Excellent IT skills with a good knowledge of hospital based systems
- Ability to liaise and co-ordinate with Teams from other hospitals
- Undertake appraisals
- Excellent organisational skills
Desirable Criteria - Able to analyse complex information, initiate action as appropriate
Values and Behaviours
Essential Criteria - Professional approach understanding confidentiality/effective communicator
- Enthusiastic and positive approach to working in a busy office setting with the ability to adapt to changing situations/priorities
- Willing to work in a flexible manner
- Ability to work under pressure and deal with unpredictable issues as they arise on a daily basis
Person Specification
Qualifications
Essential
- GCSE Grade C or above English & Maths
- Good General Education
- RSA 2 or equivalent
- Relevant In-house Training Courses: e.g. Attendance Management, Appraisal Training, DSE, Risk Assessment
Desirable
- RSA 3 or equivalent typing skills
- AMSPAR
- ECDL
Knowledge and Experience
Essential
- Effective team working
- Knowledge of NHS Policies and national targets including 2 week rules, 18 week targets
- Experience of working in a busy environment and ability to change priorities to meet deadlines, effective delegation skills
- Evidence of introducing service developments and innovation
- Efficient use of Microsoft Office; Word, Excel, Powerpoint, E-mail
- Able to manage own workload, plan the work of others, work autonomously and as part of a Team
- Advanced knowledge of medical terminology
Desirable
- Previous medical secretary experience
- Experience of staff management & supervision
Person Specification
Qualifications
Essential
- GCSE Grade C or above English & Maths
- Good General Education
- RSA 2 or equivalent
- Relevant In-house Training Courses: e.g. Attendance Management, Appraisal Training, DSE, Risk Assessment
Desirable
- RSA 3 or equivalent typing skills
- AMSPAR
- ECDL
Knowledge and Experience
Essential
- Effective team working
- Knowledge of NHS Policies and national targets including 2 week rules, 18 week targets
- Experience of working in a busy environment and ability to change priorities to meet deadlines, effective delegation skills
- Evidence of introducing service developments and innovation
- Efficient use of Microsoft Office; Word, Excel, Powerpoint, E-mail
- Able to manage own workload, plan the work of others, work autonomously and as part of a Team
- Advanced knowledge of medical terminology
Desirable
- Previous medical secretary experience
- Experience of staff management & supervision
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.
