Job summary
- Main area
- Urology
- Grade
- 2
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (37.5 hours per week)
- Job ref
- 216-AM-S7031286
- Employer
- University Hospitals Plymouth NHS Trust
- Employer type
- NHS
- Site
- University Hospitals Plymouth NHS Trust
- Town
- Plymouth
- Salary
- £24,169 £24,169 Per Annum
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Support Secretary
2
Job overview
· To provide a comprehensive support medical secretarial service to an allocated clinical area in an efficient and timely manner
***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
Key Dimensions:
To support the medical secretarial team with:
· Responsible to undertake the role of support medical secretary to an allocated clinical team.
· Ensuring strict adherence and compliance to all Trust Policies and Procedures.
Working for our organisation
We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Detailed job description and main responsibilities
1. 1. Following introduction of voice recognition technology to ensure clinic letters are prepared for printing and distribution. Ensure all nurse led clinics are typed within the appropriate timeframe.
2. To support the medical secretary in providing secretarial and administrative service to an allocated clinical team.
3. Ensure accurate messages are taken for clinical team and delivered in timely manner.
4. Assist with telephone enquiries from patients, GPs and other agencies in a courteous and helpful manner. Refer to medical secretary for advice when appropriate.
5. Assist in sorting and dealing with incoming post and distributing as necessary.
6. Assist in providing administrative support to clinical team in respect of work relating to teaching, research, NHS medical reports, charities and publications, including arranging meetings, agendas and minutes.
7. Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records when required.
8. Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
9. Ensure effective communication with all members of a multi-disciplinary team.
10. Assist Administrator in the co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy .
11. Ensure comprehensive working knowledge of iPMS commensurate with role.
12. Ensure Choose and Book referral letters are processed and directed to appropriate appointment office in line with Administration Guidance Notes.
13. Ensure all hospital case notes arriving into and departing from the department are traced on iPMS (Information Patient Management System).
14. Required to cover admin and clerical colleagues during times of absence or increased workload as requested by line manager.
To carry out any other clerical duties as determined by the line manager
For further details please see attached JD&PS.
Person specification
KNOWLEDGE & EXPERIENCE
Essential criteria
- Previous clerical/admin demonstrable experience
- Previous demonstrable experience in the use of word processors/data base/spreadsheet packages.
- Demonstrable experience of audio transcription
- Excellent organisational skills
Desirable criteria
- Previous demonstrable experience in a large clinical setting
- Previous demonstrable experience in a trainee support/medical secretary role
QUALIFICATIONS
Essential criteria
- Educated to GCSE or equivalent standard
Desirable criteria
- Typing to RSA 2(or above) standard or equivalent
APTITUDE & ABILITIES
Essential criteria
- Good communication and interpersonal skills
- Ability to work calmly and methodically when within a busy environment from a busy and varied workload
- Accuracy
- Time management skills
- Organisational skills
- Ability of work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines
Desirable criteria
- Understanding the Trust’s waiting list policy within the work place
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Taylor Howells
- Job title
- Clinical Admin Manager
- Email address
- [email protected]
- Telephone number
- 01752436880
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