Job summary
- Main area
- REI Medical Secretary
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Mon-Fri)
- Job ref
- 216-EG-S6308669-A
- Employer
- University Hospitals Plymouth NHS Trust
- Employer type
- NHS
- Site
- REI
- Town
- Plymouth
- Salary
- £22,816 - £24,336 Per Annum
- Salary period
- Yearly
- Closing
- 10/07/2024 23:59
Employer heading
REI Medical Secretary
NHS AfC: Band 3
Job overview
We are looking to recruit a medical secretary to join our team at Derriford, the successful candidate will provide secretarial and clerical support as required.
***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
To provide a comprehensive medical secretarial service to a consultant(s) and/or group of medical staff in an efficient and timely manner.
The key responsibilities of this role are the effective and efficient management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust Policies and procedures.
Provide secretarial support to one or more consultants and junior medical staff and assist in the organisation of the consultant’s workload.
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
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
1. Following the introduction of voice recognition technology and Medisoft, to take responsibility for clinic admin preparation and distribution in a timely and effective manner.
2. Responsible for the full secretarial and administrative service to the consultant(s) and their medical team (as appropriate).
3. Prioritise own workload.
4. Ensure accurate messages are taken for consultant(s) team and delivered in a timely manner.
5. Undertake routine office duties including note tracing, photocopying, and filing of correspondence and results and maintenance of records as required.
6. Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
7. Ensure all hospital case notes are traced into and out of the department accurately on IPM. Obtain/forward case notes to/from other Trusts as and when required.
8. Be responsible for dealing with all correspondence by keeping a satisfactory record/filing system and ensure all clinic typing is held on the shared drive appropriately named and in the correct folder.
9. Collate results with patient casenotes, ensuring that they are seen and actioned promptly by the relevant clinician.
10. Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
11. Maintain an up to date diary for the Consultants/team. Inform relevant staff of cancelled and reduced theatre and outpatient sessions due to Consultant leave, junior doctors leave, on-call commitments, CME, Audit and Directorate meetings etc.
12. Ensure effective communication with all members of the team.
13. Provide support in respect of consultants clinical audit responsibilities.
14. Ensure outpatient referrals are managed in accordance with the Trust’s Waiting List Policy.
15. Required to cover for other colleagues during annual leave/sickness or peak workloads.
16. Ensure that clinic follow up administration is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list as appropriate and internal referrals to other Consultants/departments.
17. Ensure timely typing and despatch of outpatient letters to GP’s in accordance with Trust policy.
18. Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner.
19. Ensure that all results, reports and letters are actioned in accordance with Trust Policy and filed accurately in medical notes.
20. Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.
21. Ensure Choose and Book referrals are processed in line with Trust Policy.
22. Be responsible for liaising with the peripheral hospitals, admin and clinical teams to ensure all patients seen by the Consultants are registered on IPM and treated in a timely manner.
23. Supervise the training of support staff.
24. The post holder will undertake any other duties commensurate with the role and grade for this post.
Person specification
Aptitude and Abilities
Essential criteria
- Demonstrable ability to accurately touch type.
- Excellent communication and interpersonal skills.
- Proven ability to proof read documents quickly and accurately.
Other factors
Essential criteria
- Flexibility to cover colleagues during absences.
- Demonstrate an understanding of confidentiality.
- Proven ability to promote best practice in health, safety and security.
Attitude and Motivation
Essential criteria
- Team member.
- Ability to effectively communicate with difficult/distressed patients in a sensitive and empathetic manner.
- Proactive, takes own initiative.
Desirable criteria
- Willingness to learn and develop in a challenging environment
Qualifications
Essential criteria
- NVQ Level 3 in Business and Administration or demonstrable equivalent experience
Desirable criteria
- Typing to RSA 3 (or above) standard or equivalent
- ECDL
Knowledge and Experience
Essential criteria
- Previous demonstrable administrative experience
- Demonstrable an understanding of the importance of confidentiality
- Demonstrable experience in the use of Microsoft packages i.e. Word, Excel, Powerpoint.
Desirable criteria
- Previous demonstrable NHS experience.
- Proven knowledge of patient management systems.
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Donna Collins
- Job title
- Clinical Admin Manager
- Email address
- [email protected]
- Telephone number
- 01752 432525
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