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Job overview

This is an exciting opportunity to work within the Obstetrics, Gynaecology and Neonatology (OGN) Team in our Assisted Conception Unit (ACU).

We are looking for an enthusiastic individual to join our team of Medical Secretaries to actively support the provision of an efficient, high quality and comprehensive secretarial and administrative service to a team of consultants to aid their direct clinical care and their wider non-clinical duties.

The successful candidate will have a methodical approach to work, be extremely well organised and have a flexible attitude incorporating the Trust PROUD values.  With a clear understanding of patient confidentiality as well as a background in an administrative setting this post would ideally suit an individual wanting to further their experience in a secretarial background.  Previous experience would be advantageous. Effective computer skills are essential and experience of using a hospital computer system would also be desirable.

This vacancy is advertised on a fixed term contract basis for a period of 9 months due to maternity leave of the substantive post holder. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and statutory maternity provisions.

Please also note any secondment must first be agreed with your current line manager.

Main duties of the job

To work closely with the medical secretaries to ensure a seamless level of support to all medical and nursing staff within your area of responsibility in line with existing and changing requirements.

To support a team of Obstetrics and Gynaecology Consultants and the department by undertaking a comprehensive secretarial and administrative service.

To be the first point of contact for patients, relatives, carers, GPs, consultants (internal and external), medical staff, community and nursing staff, administrative staff, other health related bodies such as HFEA, Local CCG’s, (in accordance with Trust guidelines), using judgement to establish the validity and priority of the contact.

To type patient correspondence and accurately maintain records of patient correspondence.

To maintain an effective investigation tracking system to actively ensure that all outstanding tests are followed up. On receipt of abnormal results, ensure that they are communicated to the relevant person and follow up is arranged.

To ensure that patients are managed through their care pathways quickly and efficiently by chasing results and ensuring that outpatient appointments are booked in a timely manner.

The post holder will ensure workload is managed in a timely and accurate manner, with meticulous attention to detail with escalation of any capacity or target issues.

Working for our organisation

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

The Jessop Wing opened in 2001 and is a purpose-built maternity unit where approximately 5,700 babies are born every year.

In addition to a 22-bed labour ward, there are three postnatal wards and one antenatal ward, an admission Triage area, and a High Dependency Unit. One of the postnatal wards specialises in caring for women who have had a caesarean section. In addition, the Jessop Wing Community Midwifery Service attend approximately 200 homebirths per year.
The Jessop Wing also provides neonatal intensive care and special care for sick and premature babies born in Sheffield and those transferred from other units who require this expertise.

On the ground floor of the Jessop Wing is the Antenatal Clinic and Gynaecology Outpatient Clinic. The Gynaecology Service also includes two wards on G Floor of the Royal Hallamshire Hospital.  The Jessop Wing also has an Assisted Conception Unit for women who require this specialist treatment.