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Job summary

Main area
Administration
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
Part time - 18.75 hours per week (6.25 hours per day 3 days a week)
Job ref
249-6452981
Employer
Great Western Hospitals NHS Foundation Trust
Employer type
NHS
Site
The Great Western Hospital
Town
SWINDON
Salary
£22,816 - £24,336 per annum, pro rata
Salary period
Yearly
Closing
31/08/2024 23:59

Employer heading

Great Western Hospitals NHS Foundation Trust logo

Medical Secretary - Clinical Haematology/Oncology

NHS AfC: Band 3

Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital. 

Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.

We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.

The Trust is a Disability Confident Employer; all applicants who have a disability can opt to be considered under the guaranteed interview scheme, which means that, providing they meet the minimum essential criteria for the post, they will be offered an interview. We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.

If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.

Job overview

Part time role - 6.25 hours per day, 3 days a week

To provide a secretarial service as part of Cancer Services within the Integrated Care & Community Division, providing a full and efficient secretarial service to the Directorate in support of the work of Consultants and other Clinical Staff and the Clinical Lead to maximise patient care.

The post holder must be able to prioritise work in order to maximise the effectiveness of the service, and demonstrate a high level of organisational skills. The role also provides a front of house service to patients and 
relatives and so good communication skills are essential. The post is part of a team comprising of Medical Secretaries, Typing Clerks and Administration Clerks. The candidate should also demonstrate a willingness to contribute to the team objectives of the department in providing a high-quality service and support Typing Clerks and new staff as required.

There are two part time roles available, one in Clinical Haematology and one in Oncology.  

Main duties of the job

  • Opening, sorting and prioritising incoming mail for the department and managing files to marry up with incoming correspondence.
  • Logging of incoming phone calls; responding to those not requiring input from colleagues and passing messages to other professionals as appropriate.  Dealing sympathetically and politely with all telephone callers.
  • Typing clinics letters, discharges and other patient related documentation, ensuring that all work leaving the department is of the highest quality in terms of presentation and layout and is dispatched within agreed timescales.
  • Filing tests and loose histories regularly as appropriate.
  • Ensuring all investigatory results are seen promptly by the Consultant referring for test, or agreed member of team during periods of leave, and processed accordingly.

Working for our organisation

“Our STAR values – Service, Teamwork, Ambition and Respect – are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.”

Detailed job description and main responsibilities

  • To provide an administrative service to medical staff as required (eg diary management, computerised and hard-copy filing systems).
  • To actively take part in the Choose and Book appointment service processing new referrals in accordance with the guidelines.
  • To type letters and reports as required within agreed timescales.
  • To deal professionally with outside communication, including complaints, press and police enquiries and ensure they are dealt with appropriately in accordance with Trust guidelines.
  • To retrieve, log and return case notes/medical records, keeping these in accordance with Trust policy (‘Case note tracking’ and ‘Filing in Case notes’)
  • Please see Job Description for further details.

Person specification

Education

Essential criteria
  • Educated to GCSE Grade C in English (or equivalent qualification)
  • RSA II Typing or equivalent in secretarial skills and typing
  • Evidence of Continuing Professional Development
Desirable criteria
  • Certificate in Medical Terminology
  • RSA II Audio Typewriting

Experience

Essential criteria
  • Significant experience of working in administration
  • Demonstrable working knowledge of Microsoft packages (esp. Word and Outlook)
  • Some experience of minute taking and experience of secretarial work
Desirable criteria
  • Knowledge of medical terminology

Knowledge

Essential criteria
  • Audio typing speed of at least 60 wpm
  • Ability to prioritise and manage your own workload
  • Ability to multi-task to achieve set goals
  • A good standard of written and spoken English is required to be able to undertake the relevant duties

Employer certification / accreditation badges

NHS Pastoral Care Quality AwardVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleAge positiveDisability confident leaderInvestors in People: Goldhttps://www.gov.uk/government/publications/kickstart-scheme-employer-resources/kickstart-scheme-brand-guidelinesStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.Step into healthArmed Forces Covenant

Documents to download

Apply online now

Further details / informal visits contact

Name
Tracy Law
Job title
Service Manager
Email address
[email protected]
Telephone number
01793605005
Additional information

Lynne Hall, Service Manager - Oncology.  [email protected]

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