Job overview
How do you fancy a new start in a new team, within the Oncology department we really value our Medical Secretaries, they play an important role in the day to day running of our clinical services making sure that patient care is at the forefront of all we do.
This is a very busy and varied role; no day is ever the same. As a medical secretary on a typical day you will undertake various admin duties, have regular contact with patients and all members of the clinical team, as well as ensuring the smooth running of the Oncology Department, making sure our patients get the best possible care.
We are known as being a really friendly and supportive team; this will be a varied and challenging role for someone with a passion for making a difference.
If you are somebody who is dynamic, has previous secretarial experience, and are flexible in your approach, this role could be the one for you.
Previous NHS experience is essential, you will be given on the job training and support.
We also offer further development opportunities within the trust.
You will be working at one of the largest trusts in the country, providing district general hospital services to 370,000 people in Preston and Chorley, and specialist care to 1.5m people across Lancashire and South Cumbria.
Main duties of the job
There’s no doubt, in order to make a difference for the patients we serve at Chorley and Preston Hospitals, we need great people providing dedicated support behind the scenes, and the value that your ‘support’ will bring cannot be underestimated. We want you to join us and help us develop, grow and embrace our digital transformation journey.
We rely on our administrative team to support across our division, and you will be joining a team that is working hard to transform the way we provide back office and administrative services. As part of the digital transformation, we are constantly looking at innovative ways and ideas to transform administrative tasks moving us forward towards a ‘digital first’ approach. Do you have any creative ideas that can make a difference and have an impact on our vision? We would love to hear them!!
We aren’t going to shy away from saying that it’s going to be challenging at times, as well as demanding, but we know this will motivate you and if you can keep your cool and keep things on track when things get chaotic, then you are just what we are looking for.
Working for our organisation
Our values define who we are and how we behave.
1. Caring and compassionate. We treat everyone with dignity and respect, doing everything we can to show we care.
2. Recognising individuality. We respect, value and respond to every person’s individual needs.
3. Seeking to involve. We will always involve you in making decisions about your care and treatment, and are always open and honest.
4. Team working. We work together as one team, and involve patients, families, and other services, to provide the best care possible.
5. Taking personal responsibility. We each take personal responsibility to give the highest standards of care and deliver a service we can always be proud of.
Detailed job description and main responsibilities
Provide secretarial / administrative services to Consultants and their clinical team by perusing and distributing incoming correspondence, disseminating information, composing reports and correspondence, maintaining up-to-date filing systems, booking systems and continuously developing administrative practices to ensure order and efficiency in the office.
Develop and maintain effective working relationships with clinicians, managers. Represent the Oncology Speciality Business Unit, responding to external and internal telephone queries from staff, patients and others and referring to appropriate person, acting in a professional, courteous manner at all times.
Handle customer concerns either by telephone or in person in order to achieve immediate local resolution whenever possible, in accordance with the Trust’s complaints procedure.
Communicate with a range of staff, users and visitors to the Trust / Department utilising a variety of communication methods including verbal, electronic and passing information in a format that is appropriate to the individual request.
Chase progress on all issues with appropriate persons as and when necessary to ensure that deadlines are met.
Maintain efficient and effective administrative systems, including bring forward, and message taking.
Plan and organise own work and allocate work to the Support Secretary and Typist, ensuring files and papers are available and up to date, providing briefings for the day’s activities, highlighting deadlines and potential conflicts of interest.
For more information please see the attached Job Description and Person Specification.
Person specification
Qualifications & Education
Essential criteria
6. Good general education to GCSE standard or equivalent
7. Secretarial qualifications, minimum of RSA Grade III in typing or equivalent
Desirable criteria
8. Shorthand qualifications
9. ECDL Qualification
Knowledge & Experience
Essential criteria
10. Secretarial experience
11. Understanding of the role specifically in relation to the sensitive information and rules
Desirable criteria
12. Understanding of the structure and workings of the NHS
Skills & Abilities
Essential criteria
13. Advanced IT skills in Microsoft Office applications
14. Ability to minute meetings accurately
15. High quality report writing and presentation skills
16. Accuracy of audio typing