Job overview
An exciting and rare opportunity has arisen for a Medical Secretary to join the Child Health team at Basingstoke and North Hampshire Hospital. We are looking for an experienced, enthusiastic and organised individual with a flexible 'can do' attitude to work with our Paediatric Consultant team.
Main duties of the job
By joining our excellent team you will contribute to the provision of an effective secretarial service, your main role being to provide comprehensive organisational and secretarial support the the consultants and team, as well as communicating with external healthcare services. This will included typing of clinical and general correspondence and dealing with telephone enquires.
You must be a team player, have excellent communication and organisational skills and be proficient with systems. We strive for excellence in supporting patients at our Trust and in producing, transferring and maintaining patient information. The ability to use your initiative whilst thinking on your feet will be key.
Working for our organisation
Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.
Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.
We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.
The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.
Your Next Career Move Made Easier – Accommodation May Be Offered
We understand relocating can be a big step. Hampshire Hospitals may be able to provide accommodation options for successful candidates, depending on availability. If this something you would like to explore please contact on 02080 360017
Detailed job description and main responsibilities
1. To provide comprehensive support to meet the needs of the Consultant Paediatricians and Child Health service.
2. To co-ordinate diary management, including outpatient clinics, appointments, consultant of the week (ward duties), neonatal cover, on-call and meetings etc. To inform outpatient department of any new clinics to set up.
3. To plan your daily workload, prioritising when necessary.
4. To check daily all e-mail systems, including HHFT, nhs.net, paediatric secretaries and paediatric team e-mails and highlight those that need attention.
To undertake typing of dictated and voice Recognition clinical and non-clinical letters, medical reports and minutes generated by the Consultants and their teams. This would include indirect and occasional direct exposure to distressing/emotional circumstances including telephone calls and typing letters/reports of a distressing nature. This would entail the majority of the working day being spent at the keyboard.
Type letters directly into Electronic Patient Record and send out letters once authorised by Consultant team.
Person specification
Training and qualifications
Essential criteria
5. •Good standard of general education including English Language at GCSE level A-C or equivalent. •Experience of working in an office environment. •Audio typing at RSA III or equivalent experience.
Desirable criteria
6. •Customer care training or similar experience. •Experience of data collection. •Minute taking
Experience and Knowledge
Essential criteria
7. •Experience of working with IT systems, eg. Word/Excel/Access/Powerpoint. •Experience of working in a busy environment with conflicting demands. •Experience of establishing efficient office systems and processes. •Experience of organising own work.
Desirable criteria
8. •Experience of working in an NHS environment or public sector. •Knowledge of medical terminology. •Experience of working in similar role
Skills and ability
Essential criteria
9. •Good verbal and written communication skills, including excellent telephone manner. •Problem solving skills. •Experience of using a variety of computer systems, including data entry and word processing. •Excellent interpersonal skills, allowing effective communication between all internal and external customers. •Ability to work to tight deadlines and stay calm under pressure.
Other role specific requirements
Essential criteria
10. •Flexibility and adaptability to changing situations. •Ability to act diplomatically and sympathetically, maintaining confidentiality at all times. •Ability to work in a team as well as on own initiative. •Self motivated. •Ability to empathise with people in difficult situations. •Aptitude and confidence for working in a rapidly changing environment. •Well organised, able to prioritise and take responsibility. •Ability to deal with frequent interruptions that may require being called away from task being undertaken. •To be physically able to collect and deliver hospital notes from Medical Records, which entails pushing a large trolley between the departments, in conjunction with bending and stretching when retrieving notes from sometimes difficult to reach shelving. •To undertake any in-house (particularly mandatory) training that is required.