Job overview
The post holder will take a lead role in providing a comprehensive, effective and professional secretarial and administrative support to Radiotherapy Oncology
The role requires leadership of admin/secretarial team and has responsibility for ensuring key performance indicators are met
The post holder will deputise for the Admin Manager in their absence and undertake line management of medical secretaries
The post holder will provide direct Medical Secretary support to at least one Consultant or ACP
Main duties of the job
The post holder will be required to manage a team of 17 members of staff and will be responsible for the coordination of duties across that team. The post holder will be required to demonstrate excellent communication, organisational and supervisory skills, and be able to work as an effective member of a multidisciplinary team.
They will be responsible for ensuring their team deliver an effective and efficient service to service users including, clinicians, nurses and other key staff groups.
The post holder will take a lead role in providing a comprehensive, effective and professional support to Consultants and ACPs through management of a team of medical secretaries.
The role requires leadership of medical secretaries and has responsibility for ensuring key performance indicators are met.
Please note this post will close at sufficient applicants.
Working for our organisation
Leadership and Improvement Training
South Tees Hospitals NHS Foundation Trust offers leadership and improvement training to all new staff to the Trust; this training programme has been designed to support our leaders in developing their understanding of leadership and management skills. You will be expected to attend the New and Aspiring leaders programme, and the Foundation Quality Improvement Programme that the Trust delivers. After you complete this one and a half day of training you will be able to explore further leadership and improvement training opportunities, we offer further in-house courses and bitesize programmes and leadership apprenticeships at level 3,5 and 7.
Detailed job description and main responsibilities
Please see the full job description and person specification document(s) attached for main responsibilities of the role.
Person specification
Qualifications
Essential criteria
1. GCSE in Maths and English (A-C/4-9) or Functional Skills (level 2)
2. NVQ3 level Secretarial or Business Administrative qualification or equivalent level of demonstrable experience
3. Medical Terminology Qualification Level 2 or equivalent level or short courses or equivalent demonstrable working experience in accordance with the Trusts Medical Secretarial Development Framework
4. Short courses associated with People Management responsibilities
5. Must be willing to undertake the Trusts Management Essential training within 6 months of commencing in post.
Desirable criteria
6. People management qualification
7. Audio-typing qualification or equivalent level of working experience with medical terminology
Knowledge
Essential criteria
8. Excellent communication and interpersonal skills
9. Excellent planning, prioritisation and organisational skills
10. Substantial working knowledge of secretarial/clerical processes
11. Efficient and accurate word processing skills and proof reading skills
12. Substantial working knowledge of functionality of Patient Administration Systems
13. Understanding of a range of work procedures associated with outpatient clinic arrangements, secretarial office procedures and case note procedures
14. Knowledge of General Data Protection Regulations and patient confidentiality and STHFT policies and procedures
Experience
Essential criteria
15. Must have demonstrable experience in Line Management and Leadership activities
16. Substantial Secretarial and administrative experience
17. Extensive use of Office and Outlook, including word, excel and powerpoint, e-mail and internet
Desirable criteria
18. Previous experience working within a team
Disclosure and Barring Checks (DBS)
It is now the policy of South Tees Hospitals NHS Foundation Trust that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost of their DBS. The method of payment for this is via salary deduction from your first month's pay.
Equality, Diversity and Inclusion
South Tees Hospitals NHS Foundation Trust is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. We welcome applications from the Black and Minority Ethnic (BAME) Network; LGBT+ Network; Disability and Long-Term Health Conditions Network, Faith Network, Childless not by Choice Network and the Menopause Support Group.
As an inclusive employer, we are here to support you.
If you have any special requirements to help you with your application, email our team at
Right to Work in the UK
The Trust welcomes applications from all candidates who meet the criteria for the role. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Work in the UK - (.
Please provide full and accurate details of your current immigration status on the application form. Your current immigration status will not be considered as part of the shortlisting or interview process.
Please note that not everyone needs a Skilled Worker visa. If you are applying for a vacancy in health or adult social care, you may be eligible to apply for the Health and Care Worker visa instead.
We are able to offer sponsorship for a Health and Care Worker or Skilled Worker visa, subject to candidate and position eligibility. Please review the job eligibility guidance for skilled workers here: Skilled Worker visa: Your job - ( and for the Health and Care Worker visa here: Skilled Worker visa: eligible healthcare and education jobs - (
Please note: if the job you are applying for does not meet the eligibility criteria above, we will be unable to offer you sponsorship and you will need to explore whether you may be eligible to apply for an alternative immigration route which will secure your right to work in the UK before you apply. If you are in the UK already on a visa, please ensure you have no restrictions that would prevent you from taking this post.
The Trust encourages and supports all applicants to be fully vaccinated against both COVID19 and influenza.
Please be aware, there are occasions where some vacancies may close prior to the closing date advertised. This will only happen where sufficient applications are received AND will be made evident on the job advert.
Please note if you are successfully shortlisted, we will contact you via the email address that you have applied from so please ensure you check your emails regularly.
Existing employees of South Tees NHS Foundation Trust currently on the Redeployment Register, who meet the essential criteria for this post, will be shortlisted and interviewed prior to all other applicants.