Job overview
We have a fantastic job opportunity as Band 4 Medical Secretary.
Within the Surgery Department we really value our Admin Team, each individual has an important role in the day to day running of our clinical services to ensure patient care is at the forefront of all we do. Within the Vascular Surgery Service, we provide care for urgent and routine patients across Morecambe Bay, Blackpool, Preston, Chorley and Wigan both in clinics and in theatres. Our Vascular Admin Team is based at Royal Preston Hospital.
This is a very busy and varied role; no day is ever the same. On a typical day you will undertake various admin duties, have regular contact with patients, community clinical team and all members of the Vascular Clinical Team, as well as ensuring the smooth running of the Vascular Service, to ensure our patients get the best possible care.
Once training has been completed, we are able to offer Agile Working to the successful candidate. A minimum of 3 days will be required to be worked on-site at RPH, with the option to work 2 days from home.
We are a supportive team, we have a passion for making a difference.
If you are somebody who is dynamic, has previous secretarial experience, and flexibility in your approach, this role could be the one for you.
Although desirable, previous NHS experience is not essential, as you will be given full on the job training and support.
We also offer further development opportunities within the trust.
Main duties of the job
There’s no doubt, in order to make a difference for the patients we serve at across Morecambe Bay, Blackpool, Preston, Chorley and Wigan, as well as community, 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 our Service.
We rely on our administrative team to support across our division and you will be joining an experienced Team to transform the way we provide 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
We have 10000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.
Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.
You’ll have access to varied development opportunities, learn new skills, meet fab people & do things you’d never have done. You’ll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.
You’ll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.
Detailed job description and main responsibilities
1. To represent the Vascular Department responding to external and internal telephone / email queries from staff, patients and others and referring to appropriate person, acting in a professional, courteous manner at all times
2. 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.
3. Manage electronic calendars for Consultants, organising meetings as required and accurate maintenance of an electronic diary with effective communication of diary commitments.
4. Provide secretarial / administrative services to Consultants and their 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. Managing Health Roster to cancel clinics when clinicians are not available. Action MDT outcomes.
5. Support to organise the daily work of 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.
6. Provide secretarial and administrative support when other members of the team are absent.
7. Co-operate in the provision of information within the Acute & Specialist Surgery Clinical Business Unit.
8. Opportunity to undertake a mentoring role within the Vacscular Admin Team, including Appraisals.
Person specification
Qualifications & Education
Essential criteria
9. Good general education including GCSE English and Maths (grade C or above) or Functional Skills English and Maths Level 2
10. Secretarial qualifications or equivalent experience
Desirable criteria
11. ECDL or equivalent qualification
12. NVQ Level 2 Admin and Clerical
Knowledge & Experience
Essential criteria
13. Advanced knowledge of medical terminology
14. Previous administrative/secretarial experience
15. Efficient in the use of Microsoft Office and Office 365
Desirable criteria
16. Previous administration experience in an NHS environment
17. Previous Medical Secretary experience
18. Working knowledge of patient information technology systems