Job summary
Part Time - 30 Hours Per Week
Wakefield Acute Services areseeking an experienced Medical Secretary to support the services deliveredacross the Wakefield area. This is botha demanding and rewarding role and it is essential that the successfulapplicant is able to work effectively as part of the team, supporting andassisting colleagues, whilst prioritising and managing a diverse workload.
The post holder will beresponsible for the effective provision of a comprehensivesecretarial/administrative service to a team of Consultants and doctors, workingwithin the Acute Inpatient Service based at Fieldhead Hospital.
Previous Medical Secretarialexperience and knowledge of medical terminology would be preferred, but is notessential. Recent extensive secretarialexperience is essential.
All employees of the Trust are strongly encouraged to be fully vaccinated against COVID-19 to protect patients.
Main duties of the job
Thesuccessful applicant will act as the focal point of contact and be responsiblefor the dissemination of information, messages and enquiries for the MedicalTeam, liaising with multi-disciplinary team members, as well as other healthprofessionals/staff both internally and externally.
TheMedical Secretary post is responsible for transcribing audio files accuratelyusing digital dictation, within the Trust timeframes, including any additionaltasks follow up appointments, letters to other professionals etc.
Currently,the team also administrate the on-call rota for the Junior Doctors, MiddleGrade and Consultants.
Applicantsmust have excellent interpersonal, organisational, and time management skillsand be able to work under pressure as well as exceptional communication skillscombined with a committed and flexible approach to working as part of a team.
About us
Weare a specialist NHS Foundation Trust that provides community, mental healthand learning disability services for the people of Barnsley, Calderdale,Kirklees and Wakefield. We also provide low and medium secure services and arethe lead for the west Yorkshire secure provider collaborative.
Our mission isto help people reach their potential and live well in their communities, we do thisby providing high-quality care in the right place at the right time. We employstaff in both clinical and non-clinical services who work hard to make adifference to the lives of service users, families and carers.
We encourageand welcome applications from all protected characteristic groups, we valuediversity and want our workforce to be reflective of our communities.
Beinga foundation Trust means were accountable to ourmembers, who can have a say in how were run. Around 14,300 local people(including staff) are members of our Trust.
Joinus and you will be one of over 4,500 staff committed to supporting and improvingthe mental, physical and social needs of the thousands of people we meet andhelp each year.
Weare committedto safeguarding and promoting the welfare of children, young people andvulnerable adults and expects all colleagues and volunteers to share thiscommitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job description
Job responsibilities
JOB SUMMARY
Serviceuser contact referred to in this Job description will only apply when workingwithin a clinical area.
Thepost-holder will:
1. under the supervison/direction of theAdministrative Supervisor, within a delegated framework for agreed tasks and seekingsupport as and when necessary, provide a comprehensive, confidential, Secreterial/administrativeservice to clinical/support services, in an efficient and confidential manner.
2. provide services within well-establishedpolicies, procedures, protocols, guidelines, whilst acting within the requiredsphere of competences for the role at all times.
3. demonstrate sound knowledge of theservice to enable the post holderto contribute and inform decision making within the service.
4. may work within clinical environments whereconflict resolution may be required.
5. act as principal point of contactfor users of the service eg. individuals from within/outside the Trust, serviceusers and members of the public etc.
6. work flexiblyto meet the needs of the service.#
7. develop and maintain good working relationshipsby being, flexible, adaptable, polite, positive and empathetic, communicatingeffectively and informatively.
8. work with sensitivity and have agood understanding of the service provision and issues experienced by its users.
9. prioritise own tasks, exercising a degree of independence,initiative and judgement. Assess situations,identify and resolve potential problems within own skill set. Refer and seekguidance on issues outside of postholders level of competency or authorityto the Administrative Supervisor.
10. work withinwell-established departmental/Trust policies, procedures, protocols, guidelinesand established service delivery plans at all times.
11. use effective verbal/written communicationatall times,incorporating tact, empathy, consideration, courtesy and confidentiality.Adapt style of communication to respond to others user communication difficulties.
12. ensure the service experiencedis positiveand service user confidentiality is maintainedat all times. Treat usersof the service, colleagues etc, with respect, dignity, courtesyand in accordance with the Trusts Values.
For full job description, please see attached supporting documents.
Person Specification
Experience
Essential
13. Recent Secretarial/administrative experience and copy /audio typing
14. Note/minute taking
15. In using email, maintaining and updating paper and electronic diaries, arranging meetings
16. In using Microsoft Word and other Microsoft applications, Excel, Outlook, PowerPoint etc
17. In working as an effective team member with minimum supervision
18. In working in a busy environment with competing demands
19. Understanding of the need to maintain strict confidentiality
20. In using a degree of initiative
21. in organising and prioritising own tasks in order to meet deadlines.
Desirable
22. In working in a caring environment
23. In dealing with the public
Special Knowledge/Skills
Essential
24. Good written communication skills, with the ability to deal with and prepare routine written correspondence.
25. Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
26. In, decision-making and prioritisation
27. Knowledge of Data Protection Act
28. Customer care skills
29. Good interpersonal skills
30. Diversity/Cultural understanding
31. Resilience to pressure and exposure to emotional, distressing situations
32. Non-judgemental, empathetic manner
33. Able to use observation skills to identify potential risks and act appropriately
34. Demonstrates Trust Values
35. Able to fulfil the requirements of the Trusts value based induction
Desirable
36. Knowledge of information governance
Physical Attributes
Essential
37. A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
38. Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)
Qualifications
Essential
39. As appropriate to the role:
40. NVQ level 3 (or equivalent qualification) or, RSA lll
41. Or, be able to demonstrate competency at level 3.
Desirable
42. Willingness to undertake further study/development.
Training
Essential
43. Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
44. Must be willing/able to undergo job development and training and maintain skills
Personal Attributes
Essential
45. Ability to be flexible to meet the demands of the post.
46. Responsive attitude and approach
47. Dress appropriately for the environment
48. Ability to travel around the Trust as appropriate to role