Job summary
An opportunity has arisen for a medical
secretary within the Cardiology Department.
We are a busy team and are looking for an experienced medical secretary
with excellent secretarial, typing and interpersonal skills. The successful applicant will become an
integral part of an efficient, flexible and pro-active team providing an
excellent secretarial support service to a clinical and specialist nurse
team. The applicant will require
excellent organisational and communication skills and be able to work under
pressure and to deadlines as part of a team and be able to prioritise workloads. A sound knowledge of medical terminology
would be essential. Experience of
Microsoft packages including regular use of spreadsheets is essential and
knowledge of hospital data management systems would be desirable.
Main duties of the job
Typing/proof
reading clinical correspondence
Liasing
with the cardiology and medical teams within the Trust
Lialising
with patients
Liaising
with GP surgeries/tertiary centres
Minuting
departmental meetings
Using
the Trust EPR systems
Using
the Trust digital systems
Ensuring
a robust system is in place to keep track of investigations
Booking
and cancelling clinics
Booking
clinic appointments
Diary
keeping
Ensuring
medical notes are updated in the CITO system
Updating
the RTT system
Updating
a variety of spreadsheets to track clinical work
Updating
rotas
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 been employed for a minimum of two years
of as a HCA within the NHS 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
To
provide a full range of confidential secretarial/administrative support to clinicians
and supporting clinical staff, working with minimal supervision.
To undertake proof
reading/typing and distribution of clinical and other patient-related/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 sort electronic mail,
photocopy documents and circulate information within Trust or department
timescales.
To receive any paper
clinical investigation results, and pass to the relevant Consultant for
verification and action.
To ensure patient
information is bar-coded correctly for scanning into the electronic clinical
document management system (CITO).
To maintain accurate
patient and GP details on the Trusts EPR and Clinical Systems, as required.
To provide cover as
required during absence of colleagues.
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 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 clinical team and ensure all deadlines
are met.
To support new and/or less
experienced staff, as directed by line manager/head of service.
Supervise work experience
students and apprentices requiring experience of office work.
To provide cover as
required during absence of colleagues.
The post holder may be
required to undertake the role of Information Asset Administrator or
Information Asset Owner to provide support for the control and administration
of information assets within their area/department (details available on the
Health Informatics web page).
The
post holder may be required to undertake the role of Registration Authority
Agent/Sponsor which includes supporting the NHS Care Records Service
applications using smartcards and appropriate access files.
Job description
Job responsibilities
To
provide a full range of confidential secretarial/administrative support to clinicians
and supporting clinical staff, working with minimal supervision.
To undertake proof
reading/typing and distribution of clinical and other patient-related/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 sort electronic mail,
photocopy documents and circulate information within Trust or department
timescales.
To receive any paper
clinical investigation results, and pass to the relevant Consultant for
verification and action.
To ensure patient
information is bar-coded correctly for scanning into the electronic clinical
document management system (CITO).
To maintain accurate
patient and GP details on the Trusts EPR and Clinical Systems, as required.
To provide cover as
required during absence of colleagues.
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 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 clinical team and ensure all deadlines
are met.
To support new and/or less
experienced staff, as directed by line manager/head of service.
Supervise work experience
students and apprentices requiring experience of office work.
To provide cover as
required during absence of colleagues.
The post holder may be
required to undertake the role of Information Asset Administrator or
Information Asset Owner to provide support for the control and administration
of information assets within their area/department (details available on the
Health Informatics web page).
The
post holder may be required to undertake the role of Registration Authority
Agent/Sponsor which includes supporting the NHS Care Records Service
applications using smartcards and appropriate access files.
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 notes.
- Experience of providing secretarial/administrative support to a team.
Desirable
- Experience of working within an NHS Environment.
Qualifications
Essential
- Good Standard of Education - Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
- NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).
- Keyboarding/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards).
Special Skills & Knowledge
Essential
- Knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint IT Skills.
- Ability to analyse and present data using Excel and Access packages.
- Ability to use email and maintain and update paper and electronic diaries.
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Ability to use discretion and maintain confidentiality.
- Good interpersonal skills
- Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public.
- Able to use own initiative to resolve routine queries, in line with departmental procedures. Able to work with minimal supervision following set procedures.
- Ability to organise and prioritise workload in order to meet deadlines.
- Ability to work as a member of a team
- Committed to quality customer care/delivering excellent customer service.
- Flexible approach to work and adaptable to change.
- Understanding of medical terminology
Special Requirements
Essential
- Ability to travel independently across the County to fulfil the requirements of the post.
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 notes.
- Experience of providing secretarial/administrative support to a team.
Desirable
- Experience of working within an NHS Environment.
Qualifications
Essential
- Good Standard of Education - Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
- NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).
- Keyboarding/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards).
Special Skills & Knowledge
Essential
- Knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint IT Skills.
- Ability to analyse and present data using Excel and Access packages.
- Ability to use email and maintain and update paper and electronic diaries.
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Ability to use discretion and maintain confidentiality.
- Good interpersonal skills
- Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public.
- Able to use own initiative to resolve routine queries, in line with departmental procedures. Able to work with minimal supervision following set procedures.
- Ability to organise and prioritise workload in order to meet deadlines.
- Ability to work as a member of a team
- Committed to quality customer care/delivering excellent customer service.
- Flexible approach to work and adaptable to change.
- Understanding of medical terminology
Special Requirements
Essential
- Ability to travel independently across the County to fulfil the requirements of the post.
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
County Durham & Darlington NHS Foundation Trust
Address
Darlington Memorial Hospital NHS Trust
Hollyhurst Road
Darlington
County Durham
DL3 6HX
Employer's website
https://www.cddft.nhs.uk/ (Opens in a new tab)
