Job summary
An exciting opportunity has
arisen for a highly motivated, calm and methodical team player to become a
medical secretary and provide essential administration within the Department of
Dermatology which is part of the Surgical Directorate. We are currently recruiting for a full-time
(37.5hrs) Medical Secretary to work in the Dermatology Department. The nominal base will be University Hospital
of North Durham. Working days will be
Monday to Friday and contractual hours can be determined at interview; offering
both agile and flexible working following a period of training.
Working in a friendly team,
our Medical secretaries are an excellent resource, ensuring Consultants, Nurse
Specialists have all the administrative support they require.
The
Department of Dermatology is a friendly, supportive, busy but a welcoming
Directorate.
Main duties of the job
Full
Range of secretarial duties to the Dermatology Team.
Audio Typing.
First point of contact to
the patients.
Track
& trace investigations in order to meet 18 week pathway requirements.
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
Full Job Descriptions can be found in the adverts supporting documents.
Over reliance on
AI-generated content is discouraged and may diminish the applicant's chances of
success.
For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.
From April 9th 2025 - Healthcare assistants - You must have a minimum of two years
of experience working within the NHS as a HCA for the Trust to consider
sponsorship (we will only consider sponsorship if you meet this criteria and
have a current visa expiring within 3 months).
Job description
Job responsibilities
IN
ADDITIONAL TO BAND 2 SECRETARIAL SUPPORT OFFICER
To provide a full range of confidential secretarial/administrative support to supporting clinical staff, working with
minimal supervision.
To undertake typing and distribution of clinical and
other patient-related and general correspondence, dictated by Consultants and supporting
clinical staff, to achieve Trust standards
of accuracy and timeliness.
To be the point of contact for staff, patients and others
within and outside the organisation, responding to external and internal
telephone enquiries, taking appropriate and timely action required, including
making appointments, giving non-clinical advice, onward referral to relevant
department etc.
To receive and respond to internal and external
correspondence, taking appropriate and timely action as required, in accordance
with Trust and/or departmental standards and processes.
To book investigations and any necessary follow-up
appointments, as directed by clinical staff,
ensuring test results are presented to medical staff on receipt, where
these are not available electronically.
To maintain accurate patient and GP details on the
Trusts central and local Patient Administration and Clinical Systems, as
required.
To ensure patient information is bar-coded correctly for
scanning into the electronic clinical document management system (ECDMS).
To manage electronic diaries, as required.
To support arrangement of on call rotas, as required.
To organise meetings, including arranging venues,
preparing agendas, collating and issuing papers and attending for taking and
production of minutes, as required.
To operate efficient and up-to-date administrative
systems and processes for all office tasks.
To maintain accurate and timely data entry to databases
to meet service requirements.
To prioritise own workload to meet the needs of the
patients and Consultants and ensure all deadlines are met.
To support new and/or less experienced staff, as directed
by line manager/head of service.
To provide cover as required during absence of
colleagues.
Job description
Job responsibilities
IN
ADDITIONAL TO BAND 2 SECRETARIAL SUPPORT OFFICER
To provide a full range of confidential secretarial/administrative support to supporting clinical staff, working with
minimal supervision.
To undertake typing and distribution of clinical and
other patient-related and general correspondence, dictated by Consultants and supporting
clinical staff, to achieve Trust standards
of accuracy and timeliness.
To be the point of contact for staff, patients and others
within and outside the organisation, responding to external and internal
telephone enquiries, taking appropriate and timely action required, including
making appointments, giving non-clinical advice, onward referral to relevant
department etc.
To receive and respond to internal and external
correspondence, taking appropriate and timely action as required, in accordance
with Trust and/or departmental standards and processes.
To book investigations and any necessary follow-up
appointments, as directed by clinical staff,
ensuring test results are presented to medical staff on receipt, where
these are not available electronically.
To maintain accurate patient and GP details on the
Trusts central and local Patient Administration and Clinical Systems, as
required.
To ensure patient information is bar-coded correctly for
scanning into the electronic clinical document management system (ECDMS).
To manage electronic diaries, as required.
To support arrangement of on call rotas, as required.
To organise meetings, including arranging venues,
preparing agendas, collating and issuing papers and attending for taking and
production of minutes, as required.
To operate efficient and up-to-date administrative
systems and processes for all office tasks.
To maintain accurate and timely data entry to databases
to meet service requirements.
To prioritise own workload to meet the needs of the
patients and Consultants and ensure all deadlines are met.
To support new and/or less experienced staff, as directed
by line manager/head of service.
To provide cover as required during absence of
colleagues.
Person Specification
Experience
Essential
- Experience of a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment.
- Demonstrate Experience of using Microsoft Word.
- Experience in setting up and maintaining office filing systems.
- Experience of maintaining and setting up databases.
- Experience in planning and organising meetings and taking minutes.
Special Requirements
Essential
- Ability to travel independently across the County to fulfil the requirements of the post.
Qualifications
Essential
- Good standard of general education, minimum 3 GCSE's at grade C or above, including Maths and English (or equivalent knowledge or experience).
- Keyboarding/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards/equivalent experience).
- Educated to at least NVQ Level 3 in Business Administration (or working towards /equivalent experience).
- Understanding of medical terminology.
- Experience of Bespoke/Therapeutic clinic management.
- Advanced knowledge of Microsoft excel spreadsheets.
Special Skills and Knowledge
Essential
- Experience of Microsoft Publisher.
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Ability to use email and maintain and update paper and electronic diaries.
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence.
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to organise and prioritise workload in order to meet deadlines.
- Experience of Microsoft Publisher.
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Ability to use email and maintain and update paper and electronic diaries.
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence.
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to organise and prioritise workload in order to meet deadlines.
- Ability to use own initiative and work with minimal supervision.
- Good interpersonal skills.
Person Specification
Experience
Essential
- Experience of a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment.
- Demonstrate Experience of using Microsoft Word.
- Experience in setting up and maintaining office filing systems.
- Experience of maintaining and setting up databases.
- Experience in planning and organising meetings and taking minutes.
Special Requirements
Essential
- Ability to travel independently across the County to fulfil the requirements of the post.
Qualifications
Essential
- Good standard of general education, minimum 3 GCSE's at grade C or above, including Maths and English (or equivalent knowledge or experience).
- Keyboarding/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards/equivalent experience).
- Educated to at least NVQ Level 3 in Business Administration (or working towards /equivalent experience).
- Understanding of medical terminology.
- Experience of Bespoke/Therapeutic clinic management.
- Advanced knowledge of Microsoft excel spreadsheets.
Special Skills and Knowledge
Essential
- Experience of Microsoft Publisher.
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Ability to use email and maintain and update paper and electronic diaries.
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence.
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to organise and prioritise workload in order to meet deadlines.
- Experience of Microsoft Publisher.
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Ability to use email and maintain and update paper and electronic diaries.
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence.
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to organise and prioritise workload in order to meet deadlines.
- Ability to use own initiative and work with minimal supervision.
- Good interpersonal skills.
