Job summary
- Main area
- Medical Secretary
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- 22.5 hours per week (Part time)
- Job ref
- 216-LH-W6912227
- Employer
- University Hospitals Plymouth NHS Trust
- Employer type
- NHS
- Site
- Derriford Hospital
- Town
- Plymouth
- Salary
- £24,071 - £25,674 £24,071 - £25,674 Per Annum Pro Rata
- Salary period
- Yearly
- Closing
- 06/02/2025 23:59
Employer heading
Medical Secretary
NHS AfC: Band 3
Job overview
To act as a named point of contact for 2 or more consultant radiologists, consultant radiographer and advanced practitioner radiographers.
To provide a comprehensive medical secretarial service to the breast consultant radiologists and consultant radiographer in an efficient and timely manner, maintaining strict confidentiality at all times.
To maintain effective communication with the consultant radiologists and consultant radiographer ensuring that their day to day administration needs are met.
To maintain effective communication with medical secretarial colleagues ensuring that the administration workload is shared equally
***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
Responsible for the full secretarial and administrative service to the Consultant and his/her medical team, requiring knowledge of secretarial procedures, medical terminology and appropriate software packages. This also includes providing administrative support to the consultant in respect of work relating to teaching, research NHS medical reports, non-academic and non-clinical roles, charities, publications and dealing with various correspondence from other groups within the Department.
Working for our organisation
We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Detailed job description and main responsibilities
1. Responsible for the full secretarial and administrative service to the Consultant and his/her medical team, requiring knowledge of secretarial procedures, medical terminology and appropriate software packages. This also includes providing administrative support to the consultant in respect of work relating to teaching, research NHS medical reports, non-academic and non-clinical roles, charities, publications and dealing with various correspondence from other groups within the Department. Liaising with PHE and SQAS.
2. Responsible to for working closely with the Director of Breast Screening.
3. Arrange referrals and appointments for clinic/admissions in an efficient and timely manner utilising CRIS, NBSS and iPMS, including organisation of pre and post procedural appointments e.g. Interventional appointment, MRI, meetings between patient and consultant, arranging appointment, collation and retrieval of histology reports etc, booking clinical team and follow up appointments.
4. Responsible for opening in coming mail in a timely manner and ensuring any issues requiring urgent action are brought to the attention of the recipient. All out-going mail to be dealt with appropriately, ensuring first class mail leaves the hospital the same day
5. Exchanging information with various staff groups, patients and relatives and ensuring all necessary documentation is available for consultant/consultant radiographer at the time of the appointment/procedure. This includes non-clinical advice to patients and relatives regarding appointment details including the enclosure of relevant leaflets and arrangements if required.
6. Prioritise own workload including the typing and distribution of images relating to 2 week-wait referrals interventional procedures, routinely booked clinics and medical reports.
7. Provide secretarial support for one-stop clinics, involving direct reporting from consultant/consultant radiographer or collating VR reporting and ensuring the smooth running of the clinic at all times.
8. Responsible for ensuring that all patients who undergo image guided biopsy are put on the MDT list.
9. Responsible for imaging modality at Multi-Disciplinary Team Meetings, retrieving hard copy films, or downloading data from the PACS system, patient agenda and associated reports and paperwork for the meeting. Liaising with MDT Lead, following the meeting, to ensure that all relevant imaging requirements are booked within the specified timeframe.
10. Attendance required at the unit staff meeting, responsible for minute taking of the meeting, distribution of relevant paperwork. Also to provide cover for minute taking in other in-house meetings.
For further details please see attached JD & PS.
Person specification
Knowledge & Experience
Essential criteria
- Previous demonstrable experience as a medical secretary/support secretary
- Previous demonstrable experience in the use of Microsoft Office.
- Previous audio typing
- Proven knowledge of NBSS
- Proven knowledge of the Breast Screening Programme
Desirable criteria
- Demonstrable experience in PowerPoint, Access and Excel.
Qualifications
Essential criteria
- GCSE English and Maths grade C or above.
- Typing to OCR II standard or equivalent
Desirable criteria
- Recognised medical secretary qualification
- OCR III, or equivalent
Aptitude & Abilities
Essential criteria
- Excellent communication and interpersonal skills
- Excellent organisation skills
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Frances Kinsman
- Job title
- Programme Manager
- Email address
- [email protected]
- Telephone number
- 01752 432065
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