We are looking to recruit a self‑motivated, enthusiastic and experienced Medical Secretary to support the Consultant Paediatricians.
This is a challenging role with a wide and diverse remit. It includes detailed minute taking, clinic co‑ordination, audio typing, diary management and dealing with enquiries via email and phone and liaising with GPs, other hospital departments and the wider MDT.
You must have excellent communication skills both written and verbal and be able to provide evidence of working in a busy environment utilising established secretarial and administrative skills.
Experience of Microsoft packages including Word, Excel, PowerPoint and Outlook is essential.
Knowledge of audio typing and Hospital PAS and EPROC systems would also be beneficial, although training can be provided.
This post is for a fixed 6‑month term working 37.5 hours over 5 days Monday‑Friday, but start/finish times can be mutually agreed.
Main duties of the job
Provide a comprehensive clinical secretarial service to the Clinical Team so they can carry out their duties effectively and efficiently and ensure efficiency in patient care. Ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries, medico‑legal reports and results, minutes of committee meetings, etc., are typed and dispatched promptly. The majority of the correspondence will be audio typing. Provide the focal point of communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries. 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. On receipt of test/investigation results, alert the Clinical Teams of any urgent or abnormal test results ensuring relevant action is taken. Oversee the patient pathway and ensure that all necessary appointments, including outpatients, clinics, waiting lists etc., are arranged on time, that clinics are utilised to capacity, diagnostics and tests are processed as requested and that patients receive timely treatment thereby meeting the Trust and national standards.
Job responsibilities
Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up to date. Coordinate Clinical Teams diaries to ensure effective time management. Record and prepare draft minutes of meetings, specifying decisions made and follow‑up action required for subsequent approval by the Clinical Team. Responsible for stationery stock control, including ordering to ensure adequate resources for the team. Plan and organise a range of meetings and events, including venue, attendees and travel arrangements. Attend meetings, as required (except clinical performance meetings), to ensure effective communication with all service users. Demonstrate and supervise workplace activities to other members of the secretarial team to maintain a high standard of service. Provide cross‑cover within the administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal. Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times. Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.
Person Specification
Education, Training & Qualification
* Minimum 3 GCSEs at Grade C or above including English
* RSA 3, Certificate in Medical Secretarial Studies or extensive secretarial experience
Knowledge & Experience
* Very good written and verbal communication skills
* Experience of prioritising own work & working to deadlines
* Experience working in the NHS
* Experience with Audio Typing and Digital Dictation
* Knowledge of Medical Terminology
* Experience of Hospital PAS system
* Previous experience as Medical Secretary
Skills
* Experience of working under pressure
* Extensive knowledge of Microsoft packages – Word, Excel, PowerPoint, Outlook
* Excellent diary management
* Able to communicate on all levels
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.
Equal Opportunities
University Hospitals of Northamptonshire welcomes applications from all backgrounds and is committed to an inclusive working environment. We are proud signatories of the Armed Forces Covenant and hold the Gold Award under the Employer Recognition Scheme. Candidates who identify as members of the Armed Forces community and meet the essential criteria will be guaranteed an interview.
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