Job summary
- Main area
- 317 Paediatric Neurology Specialty - RVI
- Grade
- Band 4
- Contract
- Fixed term: 9 months (Until 03 August 2025)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 317-2024-42-023
- Employer
- The Newcastle upon Tyne Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Royal Victoria Infirmary
- Town
- 317 02 Royal Victoria Infirmary
- Salary
- £26,530 - £29,114 per annum
- Salary period
- Yearly
- Closing
- 05/11/2024 23:59
- Interview date
- 22/11/2024
Employer heading
Senior Medical Secretary/Team Lead
Band 4
Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS foundation trusts in the country, with around 15,000 staff and an annual budget of £1.6 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We’re in the top five providers of specialised health services in the country, supporting people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 6,500 patient contacts each day, delivering high standards of healthcare.
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.
Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.
Job overview
If you are a highly motivated and enthusiastic individual, then we want you! This role is crucial to providing and maintaining an efficient and effective service for our consultants, patients and their families. This is a secondment for 9 months to cover maternity leave in the department of paediatric neurology within the Family Health Board. The paediatric neurology department is a dynamic team providing care for children with a variety of health care needs.
The successful applicant will provide a comprehensive secretarial service to the Medical Staff, Nursing Team and other members of the paediatric neurology team providing a comprehensive secretarial service with tasks including (but not limited to) diary management, processing and minute talking. You will be responsible for the supervision of the administration team, processing annual leave, sick leave etc, as well as carrying out appraisals and supporting with recruitment and selection of new staff. You will be required to ensure that typing targets are achieved and appointments are checked out promptly with the appropriate outcome.
This is an ideal role to further develop and learn new leadership skills.
You should have proven experience in administration, with team leadership experience preferred.
You should be proficient and experienced in the use of Erecords and NHS systems.
- Interview Date Friday 22 November 2024
- 37 Hours 30 Minutes/Week
NO AGENCIES PLEASE
Main duties of the job
If successful, you will be responsible for liaising with clinical and non-clinical professional staff for the delivery of a high standard of care. Your role will directly impact patient experience and be part of providing seamless delivery of care.
- Organising meetings with stakeholders and preparing agenda items minute taking for departmental meetings and stakeholders
- Diary management for Consultant Teams
- Updating spreadsheets/data collection and supporting departmental audit activity
- Archiving notes
- Typing of consultant's letters and reports, filing, processing of daily documentation
- Dealing with enquiries from patients, relatives and staff
- Supervising staff and processing annual leave, sickness leave etc
- Carrying out appraisals with the admin team
- Attending team leads’ meetings every month
- Ensure typing targets are met
- Ensure the paediatric neurology department is well-staffed and identify any gaps in the rota
- Regular 1:1s with admin member team
Working for our organisation
Our staff oversee around 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
- Freeman Hospital
- Royal Victoria Infirmary (RVI)
- Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
- Newcastle Dental Hospital
- Newcastle Fertility Centre
- Northern Centre for Cancer Care, North Cumbria
- Northern Genetics Service
- Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under ‘Documents to download’ or ‘Supporting documents’.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Detailed job description and main responsibilities
You should be self-motivated, reliable and well organised with excellent communication and interpersonal skills. Be able to demonstrate secretarial experience with appropriate qualifications, be able to work efficiently and methodically with good attention to detail without direct supervision. The post holder should be flexible to the needs of the service with a positive and proactive attitude.
The post holder will be required to have excellent communication skills, be able to prioritise workloads effectively with excellent attention to detail.
- Responsible for the organisation of secretarial support to Consultants, Junior Medical Staff and other clinical staff within the Consultants team i.e. Specialist Nurses.
- Responsible for the day to day management of the administrative/secretarial team, including supervision of the administrative staff, delegation of tasks and co-ordination of annual leave and undertake appraisals of junior staff.
- Contribute to a comprehensive efficient and effective administrative and clerical service.
- Contribute to a consistently high standard of patient care as a member of a multi-disciplinary team.
- Cover Senior Medical Secretary posts Trust wide as required.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy
Person specification
Qualifications & Education
Essential criteria
- • NVQ Level IV Business Administration or Diploma qualifications or equivalent level qualification / relevant experience
- • English Language qualification GCSE Grade 4 (or above) or equivalent level qualification / relevant experience
Knowledge & Experience
Essential criteria
- • Experience of Healthcare (patient related) secretarial procedures including NHS systems
- • Experience as Medical Secretary
- • Extensive knowledge of Medical Terminology
- • Audio typing experience
Desirable criteria
- • Proven experience in staff management
Skills & Abilities
Essential criteria
- • Advanced keyboard skills including a very high standard of word processing skills (e.g. OCR / RSA III or equivalent level qualification / experience)
- • IT skills to include office software packages
- • Excellent communication skills
- • Ability to work unsupervised
Desirable criteria
- • Ability to manage time effectively and work on own initiative
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Carly Holness
- Job title
- Directorate Administration Manager
- Email address
- [email protected]
- Telephone number
- 0191 2825512
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