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NB: This vacancy closed to applications on 02/06/2020.

Senior Medical Secretary

Job Reference: 317-2020-10-010

The Newcastle upon Tyne Hospitals NHS Foundation Trust
317 Genetics - Admin - CFL
317 07 Northern Genetics Service
£21,892 - £24,157 per annum

The Newcastle upon Tyne Hospitals NHS Foundation Trust is one of the most successful teaching NHS Trusts in the country. We have one of the highest number of specialist services of hospitals in the UK. With around 14,000 staff, the Newcastle Hospitals is one of the region’s major employers. We have a long-standing reputation for high quality clinical care with our staff’s commitment to excellence reflected in our consistent performance at the highest level. We are committed to being an “employer of choice” offering our staff superb benefits, looking after their wellbeing, and providing access to high-quality education, training, career progression and support which enables them to provide “healthcare at its very best – with a personal touch”.

The Newcastle upon Tyne Hospitals NHS Foundation Trust is a world class health care provider, and one of the most successful teaching NHS trusts in the country. A tertiary centre, it offers the second highest number of specialist services than any other group of hospitals in the UK, with more than 1.69 million patient contacts each year, delivering innovative, high quality services locally, regionally and nationally and internationally.

The Care Quality Commission has rated us ‘Outstanding’ for the second time in a row.

We are the largest Trust in the country - and one of only five NHS organisations - to receive this accolade twice, which reaffirms our position as one of the UK’s top hospital trusts.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under represented groups.

Short introduction

An opportunity has arisen for a Senior Medical Secretary to join the administration and clerical staff of the Northern Genetics Service based at the Centre for Life, Newcastle. This post will support a Consultant Clinical Geneticist who also undertakes the role of Deputy Medical Director within the Trust . This post will also provide support to the Genetics Clinical Lead.

Previous experience as a Medical Secretary/PA is essential for this busy role

Role responsibilities

  • Provide efficient medical secretarial/PA support to Consultant/Deputy Medical Director and Clinical Lead
  • Liaise with senior Trust management and clinical staff whilst overseeing the management of diaries for Consultant/Deputy Medical Director and Clinical Lead
  • Communicate with clinicians and their teams regarding sample referrals, dealing with any queries efficiently
  • Audio typing of clinical correspondence, ensuring timely completion and distribution of relevant information to patients and other healthcare professionals
  • Ensure efficient organisation and distribution of patient referrals, reports/results and patient appointments
  • Communicate with patients regarding appointments and general queries
  • Deal with telephone enquires promptly, ensuring confidentiality is maintained at all times

Person specification

Essential Requirements

  • NVQ Level 4 in Business Administration of equivalent level qualification / relevant experience
  • Advanced keyboard skills including a very high standard of work processing skills, eg OCR/RSA III or equivalent
  • English Language to GCSE level C or equivalent
  • Previous medical secretarial experience and extensive knowledge of medical terminology
  • Experience of patient related secretarial procedures including NHS systems
  • Audio typing experience
  • IT skills to include office software packages
  • Excellent communication and interpersonal skills
  • Ability to work unsupervised

Desirable requirements

  • Ability to manage time effectively and work on own initiative
  • Proven experience in staff management

Important note on completion of reference section of Application Form

All references from current and previous employers will be sought and must cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Failure to complete this section may result in your application not being processed.

After applying via NHS Jobs, your submitted application will be imported into our preferred Third party recruitment system. All subsequent information regarding your application will be generated from You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, that as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. By applying for this post you are agreeing to The Newcastle upon Tyne NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system.

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.

Candidates who are shortlisted for interview will be contacted by e-mail. You should check your SPAM folders as well as your inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful.

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