Job summary
- Main area
- Oncology
- Grade
- Band 4
- Contract
- Fixed term: 12 months (Maternity cover)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 265-6773681
- Employer
- Northampton General Hospital NHS Trust
- Employer type
- NHS
- Site
- Northampton General Hopsital
- Town
- Northampton
- Salary
- £26,530 - £29,114 Per Annum / Pro Rata
- Salary period
- Yearly
- Closing
- 05/12/2024 23:59
Employer heading
Medical Secretary
Band 4
Job overview
We require a hardworking, enthusiastic and experienced secretary to join our busy team working within the Oncology Department.
You will be responsible for providing comprehensive secretarial and administration support to a team of defined clinicians on a daily basis. You should have strong medical secretarial experience, as well as audio typing, to undertake this challenging and rewarding role.
Main duties of the job
To provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficient and safe patient care
Be responsible for prioritising own workload and working independently within Service needs
To ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries, reports and results are typed promptly and information disseminated within the appropriate time frame and in line with required standards.
Ensure pathways are tracked and monitored to support timely progression through clinic appointments, treatments and follow up care. Proactively identifying any delays or issues and liaising with relevant clinical and admin teams to resolve them.
Working for our organisation
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Detailed job description and main responsibilities
Main Duties and Responsibilities
Oversee the patient pathway and ensuring that all necessary appointments, including outpatients, treatment reviews, etc, are arranged on time.
Ensure that diagnostics and tests are processed as requested and that patients receive timely treatment, thus meeting the Trust and national standards
Deal with telephone and face to face enquiries from patients, relatives carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.
On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical teams of any urgent or abnormal test results ensuring that relevant action is taken.
Maintain confidentiality at all times.
Receive and take relevant action on telephone calls and other enquiries from key contacts, dealing with internal and external sources to resolve any problems, queries or complaints, making appointments and arranging visits and meetings, where appropriate.
Maintain diaries, assist in scheduling consultant workload and communicate with other relevant parties concerning the planning and rescheduling of work, as necessary.
Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up-to-date.
Advise junior medical staff of clinical commitments, as necessary.
Open post and prioritise for Consultant, dealing with matters not requiring the Consultant’s attention.
Provide a general administrative service including photocopying, filing, and other office routines.
Compile and review office protocols, modifying working practices where necessary, ensuring that protocols are up to date and contain all the relevant procedures to support any relief medical secretaries, clerical staff and new staff who may be required to support the office.
All patients’ notes to be correctly completed with the patient details and accurate copies of investigative reports and correspondence uploaded into paperless medical records, following laid down guidelines.
To use the computerised patient management system regarding identification of outpatient, inpatient and waiting list data. Ensure all clinical coding is completed accurately.
Communicate with other departments to ensure timely availability of patient x-rays and results of tests and investigations.
To provide cover for team members during sickness absence and annual leave.
Participate in audits, as required.
Provide support with training new staff where required, demonstrating duties to new starters.
Maintain up-to-date personal awareness and knowledge of Trust wide issues and directives, applying knowledge in the workplace, including attending appropriate directorate briefings and meetings.
Any other duties commensurate with the grade and in line with the requirement of the post.
Person specification
Educations, Training and Qualifications
Essential criteria
- Educated to GCSE level, or equivalent level of education, training or experience
- Accurate keyboard skills to RSA2 or equivalent
- Strong experience of Audio Typing
Knowledge and Experience
Essential criteria
- Ability to prioritise own workload
- Able to work to deadlines and targets
- Experience with audio typing on a digital dictation system
Desirable criteria
- Experience of working within the NHS
- Knowledge of RTT pathways
Skills
Essential criteria
- Ability to communicate effectively both orally and written
- Ability to work accurately
- Excellent attention to detail
- Advanced keyboard skills
Key Competencies, Personal Qualities and Attributes
Essential criteria
- Ability to work on own initiative or as part of a team
- Understand the need for confidentiality
- High level of concentration
- Approachable and supportive to others
- Self-motivated
Employer certification / accreditation badges
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Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Ellyn Somerville
- Job title
- Admin Manager
- Email address
- [email protected]
- Telephone number
- 01604 523738
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