Job overview
We are looking for a Medical Secretary to join the Maxillofacial and Plastic Surgery Specialties Team at York Hospital, on a part-time basis for 30 hours a week.
Our successful candidate will work as part of a team, taking a lead role in providing a full and comprehensive PA and secretarial service to designated Consultants and their teams.
The post holder will will provide day-to-day work supervision of Assistant Medical Secretaries and Audio Typists.
Main duties of the job
1. Provide a full and comprehensive personal assistant/secretarial service to Consultants and full clinical team members
2. Accurately transcribe complicated dictation with complex medical terminology
3. Compose letters as appropriate and undertake transcription of dictation
4. Take, write and distribute both formal and informal minutes, associated with departmental/directorate/multidisciplinary team meetings
5. Receive and process all incoming mail, bringing this and other relevant matters to the timely attention of the medical staff, and taking appropriate action, escalating issues to the relevant clinician as needed
6. Triage calls, being the first point of contact, dealing sympathetically with people who may be bereaved, distressed or angry, using tact, persuasion and discretion. Assessing priorities.
7. Demonstrate excellent organisational skills with the ability to work both independently and as part of a team, prioritising workload, cope with multi-tasks and work to deadlines
Working for our organisation
Our benefits
We offer a range of benefits to support our staff including:
8. Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants
9. 27 days holiday rising to 33 days (depending on NHS Trust service)
10. A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss a potential relocation package, please speak to the recruiting department/manager at interview stage.
11. A variety of different types of paid and unpaid leave covering emergency and planned leave
12. Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme
13. NHS Car Lease scheme and Cycle to Work scheme
14. An extensive range of learning and development opportunities
15. Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers
For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.
Detailed job description and main responsibilities
A full description of the role is available in the attachment: job description.
Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.
Working for the Trust
Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.
Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: .
As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.
Armed Forces Friendly Employer
We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britain’s Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.
Person specification
Education, Qualifications, and Training
Essential criteria
16. GCSE English Language, Grade C or above (or equivalent)
17. Word processing skills – OCR III (or equivalent e.g. RSA III)
18. Typing skills - OCR III (or equivalent e.g. RSA III)
19. Evidence of continued professional development
Desirable criteria
20. ECDL
21. Qualification or appropriate training in Customer Service
Experience and Knowledge
Essential criteria
22. Thorough knowledge of medical terminology
23. Minimum 2 years secretarial/administrative experience
24. Experience of working in a customer focused environment
25. Experience of using a variety of IT applications, including Microsoft Office
Desirable criteria
26. NHS Experience
Skills and Attributes
Essential criteria
27. Ability to communicate with all levels and disciplines of staff, patients, carers and external agencies
28. Ability to explain complex information to staff, patients and others as required
29. Ability to manage and prioritise conflicting deadlines and pressures
30. Proficient audio typist with the ability to accurately transcribe complex audio tapes and type complicated medical information whilst subject to frequent interruption
31. Ability to exercise judgement and resolve problems
32. Excellent organisational skills
Aptitude and Personal Qualities
Essential criteria
33. Ability to cope with distressing and emotional situations with patients, relatives and staff
34. High level of interpersonal skills, including sensitivity, diplomacy and empathy
35. Ability to be flexible and to adapt to new demands
36. Ability to get on well with members of a team
37. Ability to work on own initiative and be pro active