Job summary
- Main area
- Respiratory
- Grade
- NHS AfC: Band 2
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday - Friday)
- Job ref
- 425-24-6263484
- Employer
- Sheffield Children's NHS Foundation Trust
- Employer type
- NHS
- Site
- Sheffield Children's Hospital
- Town
- Sheffield
- Salary
- £22,383 per annum pro rata
- Salary period
- Yearly
- Closing
- 23/05/2024 23:59
Employer heading
Secretarial Assistant
NHS AfC: Band 2
Job overview
Are you looking for an administrative opportunity to support our frontline healthcare professionals deliver outstanding patient care to the Children and Young people at Sheffield Children’s NHS Foundation Trust?
We are looking for a Secretarial Assistant to work as part of the Respiratory & Sleep Team.
No NHS experience? No problem! We are looking for people that can confidently use word processing software, have good typing skills and can produce typed documents with an excellent standard of punctuation, spelling and grammar.
Don’t worry about you knowledge of medical terminology, we can teach you this. To us it is more important that you are willing to learn, hardworking and share our trust CARE values.
Main duties of the job
As an Audio typist, you'll use word processing systems to create a range of documents. These may be reports, letters, case notes, etc. You will listen to dictated information and type what you hear, turning it into a well-presented document.
You will:
- Provide a high quality clinical typing / transcription service.
- Provide a high quality administrative support service.
As a secretary/typist, you'll need to:
- work accurately and methodically
- meet deadlines
- use medical terminology (but don’t worry we can teach you this)
- pay attention to detail
- work in a team but use their own initiative
- work with all types of people
- be helpful and reassuring if dealing with patients and their families
- be adaptive and flexible to change
Skills required
- excellent keyboard skills
- IT skills
- good spelling and grammar
- excellent organisational skills
About You
You will be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in their role. You will share the Trust values and be committed to equality, diversity and inclusion.
Please ensure that you explain clearly how you meet the essential and desirable criteria in your application.
Working for our organisation
Sheffield Children’s is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision “to create a healthier future for children and young people.”
- Outstanding patient care
- Brilliant place to work
- Leader in children’s health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Detailed job description and main responsibilities
Please read the attached Job Description and Person Specification in detail
As a secretarial assistant in the NeuroDisability team, you will provide high quality clinical typing and a comprehensive administration service to the specialty teams across the Trust.
- Type dictation from handwritten notes/audio
- Type and send clinic letters
- Communicate with secretaries to ensure 18 week targets are met
- Check patient appointments/waiting lists/ tests are booked
- Be able to prioritise workload with the support of the supervisor.
- Tell the Secretarial Team Leader of any outstanding actions on patient’s pathways
- Provide cover for secretaries during periods of absence.
- Organise all correspondence and ensure it is dealt with, by reading, assessing, prioritising, and escalating any necessary actions
- Deal with enquiries by phone and email
- General office duties
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: [email protected]
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Children’s being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at [email protected]
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion – leading by kindness and showing empathy, understanding and respect
- Accountability – striving to do the right thing and owning responsibility
- Respect – value differences, tackling inequality and fostering a culture of inclusion
- Excellence – delivering a high-quality standard of care
Person specification
Qualifications and Training
Essential criteria
- Educated to GSCE standard including Grade C in English or Equivalent Skills in Written English Language (SPAG, Spelling, Punctuation, Grammar)
- RSA II typing or equivalent typing experience
Desirable criteria
- RSA III or equivalent qualification or equivalent experience
- NVQ2 in Business administration or equivalent
Experience
Essential criteria
- Experience of audio-typing in a secretarial role
- Experience of working in a customer-focused environment
- Experience of working with different computer software eg email, internet etc
Desirable criteria
- Previous medical secretarial experience
- Experience with NHS software systems
- Experience of working with confidential material
Knowledge and Skills
Essential criteria
- Word-processing & audio-typing skills
- Good time management skills with the ability to prioritise work according to deadlines
- Able to work as part of a team and under own initiative
- Good verbal and written communication skills with team / clients/ relatives using tact when required
- High standard of accuracy
- Ability to establish and maintain effective working relationships
- Ability to deal with conflict
Desirable criteria
- Knowledge of medical terminology
Personal Attributes
Essential criteria
- Adaptable to change
- Attention to detail and accuracy
Employer certification / accreditation badges
Applicant requirements
The postholder will have regular contact with vulnerable people 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
- Lauren Hope
- Job title
- Service Co-ordinator (Secretaries)
- Email address
- [email protected]
- Telephone number
- 0114 271 7727
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