Please note that contact with applicants will usually be by email, and so please check all of your mail folders regularly (unfortunately some providers filter our messages into junk mail folders).
Our Values
* We are KIND
* We are OPEN
* We pursue EXCELLENCE
We are looking for applications from people who share our values to help make us a valued and trusted partner within our care system, that delivers safe effective care to our local population.
Job overview
An opportunity has become available within our supportive Obstetrics & Gynaecology secretarial team as a result of a retirement. We are looking for a motivated and proactive individual to join the existing secretarial team, based at York Teaching Hospital.
This post is perfect for applicants with a strong background in administration, looking to step up into a Band 4 secretarial role. We are committed to providing the training and support required to make the right candidate a success and integrate into our team.
The successful applicant would have their own consultant(s) to support, which will include typing patient letters, minuting meetings, organising diaries, general administration and being their ‘go to’ person. This role is busy, varied and requires a logical, methodical way of working.
The role of medical secretary also requires excellent communication skills, engaging with our patients and assisting with their queries and concerns, liaising with the wider clinical networks and Multidisciplinary Teams.
Applicants need to be proficient at typing and have a working experience of digital dictation, with recent secretarial/administrative experience. Knowledge of medical vocabulary is an advantage, although not essential.
Main duties of the job
* Managing consultant diaries, arranging meetings, typing of clinic letters.
* Oversight of consultant leave and subsequent clinic changes.
* Be aware of patient situations/pathways in relation to admissions/treatments, and ensure these comply with current Trust and Government referral to treatment waiting time targets.
* Have a clear overview of and monitor worklists, waiting lists and RTT pathways.
* Use own initiative and judgement to prioritise and escalate patient care where necessary.
* Ensure efficient secretarial service is maintained in the absence of colleagues.
* Assist management in the recruitment, selection and induction of Assistant Medical Secretaries/administrative staff.
Working for our organisation
We offer a range of benefits to support our staff including:
* Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants
* 27 days holiday rising to 33 days (depending on NHS Trust service)
* A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully.
* A variety of different types of paid and unpaid leave covering emergency and planned leave
* Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme
* NHS Car Lease scheme and Cycle to Work scheme
* An extensive range of learning and development opportunities
* Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers
Detailed job description and main responsibilities
A full description of the role is available in the attachment: job description.
Working for the Trust
Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence. Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds.
Person specification
Education
* GCSE English Language, Grade C or above (or equivalent)
* Qualification or appropriate training in Customer Service
Experience
* In depth knowledge of office applications and procedures
* Thorough knowledge of medical terminology
* Minimum 2 years secretarial/administrative experience
* Experience of working in a customer focused environment
* Experience of using a variety of IT applications, including Microsoft Office
* Experience of staff supervision
Skills
* Ability to communicate with all levels and disciplines of staff, patients, carers and external agencies
* Ability to explain complex information to staff, patients and others as required
* Ability to communicate with people who are upset and angry and deal with situation effectively
* Proficient audio typist with the ability to accurately transcribe complex audio tapes and type complicated medical information whilst subject to frequent interruption
* Ability to manage and prioritise conflicting deadlines and pressures
* Ability to exercise judgement and resolve problems
Please be aware that all new employees starting work with us will be charged for the cost of their DBS check if it is required for the role. The cost will be deducted from your salary either in 1 payment or over a six month period once you start employment. By applying you are agreeing to this undertaking. If you are successful you will be asked to confirm if you wish to pay in one amount or in instalments.
Please note that Volunteers and Bank only staff will not be charged.
The Disclosure and Barring Service (DBS) offers a confidential checking service for transgender applicants in accordance with the Gender Recognition Act 2004. This is known as the sensitive applications route, and is available for all levels of DBS check - basic, standard and enhanced.
The sensitive applications route gives transgender applicants the choice not to have any gender or name information disclosed on their DBS certificate that could reveal their previous identity.
Please note, the selection processes at York & Scarborough Teaching Hospitals are in place to ensure we recruit candidates with the right skills and values. We remain vigilant against candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills. You will be required to acknowledge that you are aware of this before submitting your application.
We are committed to helping all staff balance their work with other commitments and have recently launched our new Agile and Flexible Working policy to support this, entitling all staff to request flexible working from day one – for all posts. We encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.
All our employees have access to a free, confidential counselling and wellbeing support service. Our EAP is available 24/7, 365 days a year.
The Trust offers a generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss relocation further, please speak to the recruiting manager at interview.
York and Scarborough Teaching Hospitals NHS Foundation Trust is situated in a fantastic part of the country that is home to two national parks, a beautiful coastline, and the city of York - consistently voted one of the best places to live in the UK. We provide a comprehensive range of acute hospital and specialist healthcare services for approximately 800,000 people living in and around York, North Yorkshire, North East Yorkshire and Ryedale - an area covering 3,400 square miles.
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