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
Endoscopy which is part of the Surgical Directorate. We are currently recruiting for a part-time
(30hrs) Medical Secretary to work in in Endoscopy for which the nominal base will be Darlington
Memorial Hospital and working days 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 Endoscopy is a friendly, supportive, busy but a welcoming
Directorate.
Main duties of the job
Full
Range of secretarial duties to the Endoscopy Surgery 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 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
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
Special Requirements
Essential
- Ability to travel independently across the County to fulfil the requirements of the post.
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.
Qualifications
Essential
- Minimum 3 GCSE's, including English, or equivalent knowledge/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 & 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.
- Ability to use own initiative and work with minimal supervision.
- Good interpersonal skills.
Person Specification
Special Requirements
Essential
- Ability to travel independently across the County to fulfil the requirements of the post.
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.
Qualifications
Essential
- Minimum 3 GCSE's, including English, or equivalent knowledge/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 & 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.
- Ability to use own initiative and work with minimal supervision.
- Good interpersonal skills.
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)
