Job summary
An
opportunity has arisen for an enthusiastic and organised individual within the
Division of Surgery at Mid Yorkshire NHS Hospital Trust as a Medical Secretary.
This
is an exciting opportunity to work alongside the surgical team to enhance and
support the delivery of patient centered care within the trust.
This
position is 37.5 hours, initially based within the General Surgery department.
Main duties of the job
The
ideal candidate will have strong secretarial skills and have attained RSA Level
3 typing/word processing or equivalent qualification, or experience as a
minimum. Experience using digital dictation, ECDL qualification and experience
of medical terminology will be an advantage but not essential. An understanding
of health related policies such as confidentiality, safeguarding and incident
reporting will also be beneficial to this role. On the job training will be
provided initially within General Surgery as required for the successful
candidate.
Strong
interpersonal and communication skills are essential as the role requires
liaising with Managers, Consultants, junior medical staff, patients and their
carers on a daily basis. In addition, robust organisational skills will be
necessary to ensure all patients receive timely, accurate and efficient
communications.
The
successful candidate will be based within a diverse secretarial team and be
required to support each other during periods of absence or increased
workloads. Good, supportive team working skills are therefore vital.
This
position is 37.5, initially based within the General Surgery department.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
To ensure post
addressed to the consultant/clinical team is promptly collected, sorted,
recorded and actioned as appropriate. To
act on own initiative where appropriate in responding to incoming mail.
Act as a focal
point for the clinical team. Provide a
friendly and professional service, deal with enquiries from a multitude of
sources following Trust policies and standard operating procedures. Liaise with GPs, other hospitals, patients,
internal medical/non-medical staff and medical/non-medical external staff by a
variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis.
Assist clinicians with administrative tasks, e.g.
utilising IT systems or ensuring paper forms are completed and sent to relevant
departments in a timely manner in line with service specific standard operating
procedures.
To ensure all duties are undertaken in line with standard
operating procedures and to enable the achievement of Trust and Service
specific Key Performance Indicators.
To request, cancel and re-arrange appointments when
necessary.
Frequently receive and respond appropriately to
telephone and personal enquiries from patients, relatives, GPs, other
consultants and external bodies, referring enquiries to the consultants /
clinical team where necessary. This will
require analysis of queries/issues, making judgements about how to deal with
them and escalating as appropriate. This
may require the use of tact/ empathic or reassurance skills. In addition,
persuasive skills are often required where agreement or co-operation is
required in trying to avoid Trust complaints.
Prioritise and ensure clinical investigations are
acted upon appropriately and timely, within standard operating procedures and
meeting KPIs.
Accurate recording of all paper/computerised patient
records, updating and amending information timely and within standard operating
procedures.
Undertake routine or ad hoc data validation as
directed.
Preparation of documentation for MDTs
Keep an up to
date and accurate record of patient case notes entering and leaving the
department. Sourcing and distribution of
case notes to other departments and hospitals e.g. File Tracker/relevant IT
system.
Undertake typing
of medical correspondence using copy, audio tapes and relevant IT systems to a
high and accurate standard. This may include clinic letters, medico-legal
reports and other administrative work.
Keep appropriate statistical records/information as
and when required for the clinical team for audit purposes. Provision of statistical returns required at
regular intervals. This may involve
entering statistical data onto databases.
Responsible for the receipt of referral letters with
timely input onto the computerised IT Systems and ensuring that all patients
demographic information is recorded accurately in order to arrange outpatient
appointments for clinics in accordance with service specific requirements.
To be responsible
for ensuring copies of correspondence are stored in the patients records in
accordance standard operating procedures.
To attend
meetings and appropriate Committees to provide secretarial support by taking
minutes and arranging meetings, as and when required. This could include support to Consultants in
their special interests role(s), eg Clinical Tutor, Child Protection, etc.
To be responsible for the confidential management of
patient records and ensure that all documentation is returned to the
appropriate department timely within standard operating procedures.
To be responsible for the preparation of patient
records for admission, transfer and discharge in a timely manner as and when
required.
The post holder will give relevant assistance and
training as and when required to support all colleagues.
To carry out general administration duties and provide
clerical assistance, as required.
To send and receive faxes in a safe haven
environment as per Trust policy.
Ensure that all Hospital records are tracked and
booked using the Trusts File Tracker computer system, or other relevant IT
system.
Job description
Job responsibilities
To ensure post
addressed to the consultant/clinical team is promptly collected, sorted,
recorded and actioned as appropriate. To
act on own initiative where appropriate in responding to incoming mail.
Act as a focal
point for the clinical team. Provide a
friendly and professional service, deal with enquiries from a multitude of
sources following Trust policies and standard operating procedures. Liaise with GPs, other hospitals, patients,
internal medical/non-medical staff and medical/non-medical external staff by a
variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis.
Assist clinicians with administrative tasks, e.g.
utilising IT systems or ensuring paper forms are completed and sent to relevant
departments in a timely manner in line with service specific standard operating
procedures.
To ensure all duties are undertaken in line with standard
operating procedures and to enable the achievement of Trust and Service
specific Key Performance Indicators.
To request, cancel and re-arrange appointments when
necessary.
Frequently receive and respond appropriately to
telephone and personal enquiries from patients, relatives, GPs, other
consultants and external bodies, referring enquiries to the consultants /
clinical team where necessary. This will
require analysis of queries/issues, making judgements about how to deal with
them and escalating as appropriate. This
may require the use of tact/ empathic or reassurance skills. In addition,
persuasive skills are often required where agreement or co-operation is
required in trying to avoid Trust complaints.
Prioritise and ensure clinical investigations are
acted upon appropriately and timely, within standard operating procedures and
meeting KPIs.
Accurate recording of all paper/computerised patient
records, updating and amending information timely and within standard operating
procedures.
Undertake routine or ad hoc data validation as
directed.
Preparation of documentation for MDTs
Keep an up to
date and accurate record of patient case notes entering and leaving the
department. Sourcing and distribution of
case notes to other departments and hospitals e.g. File Tracker/relevant IT
system.
Undertake typing
of medical correspondence using copy, audio tapes and relevant IT systems to a
high and accurate standard. This may include clinic letters, medico-legal
reports and other administrative work.
Keep appropriate statistical records/information as
and when required for the clinical team for audit purposes. Provision of statistical returns required at
regular intervals. This may involve
entering statistical data onto databases.
Responsible for the receipt of referral letters with
timely input onto the computerised IT Systems and ensuring that all patients
demographic information is recorded accurately in order to arrange outpatient
appointments for clinics in accordance with service specific requirements.
To be responsible
for ensuring copies of correspondence are stored in the patients records in
accordance standard operating procedures.
To attend
meetings and appropriate Committees to provide secretarial support by taking
minutes and arranging meetings, as and when required. This could include support to Consultants in
their special interests role(s), eg Clinical Tutor, Child Protection, etc.
To be responsible for the confidential management of
patient records and ensure that all documentation is returned to the
appropriate department timely within standard operating procedures.
To be responsible for the preparation of patient
records for admission, transfer and discharge in a timely manner as and when
required.
The post holder will give relevant assistance and
training as and when required to support all colleagues.
To carry out general administration duties and provide
clerical assistance, as required.
To send and receive faxes in a safe haven
environment as per Trust policy.
Ensure that all Hospital records are tracked and
booked using the Trusts File Tracker computer system, or other relevant IT
system.
Person Specification
Knowledge and awareness
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Awareness of own limitations.
Desirable
- Knowledge of Trust Policies.
Experience
Essential
- Experience and knowledge of multi-disciplinary team working.
- Secretarial experience.
- Experience of working with filing systems.
- Experience of good customer or patient care.
- Working with computer software programmes such as Microsoft Office, e-mail and internet.
- Experience of scheduling/co-ordinating activities and/or resources.
Desirable
- Medical secretarial experience.
- Previous NHS administrative role.
- Experience of working with patients requiring health care.
- Experience with NHS/healthcare software systems.
- Experience of working with confidential material.
Qualifications
Essential
- RSA Level 3 typing/word processing or equivalent qualification or experience.
- Sound educational background (4 GCSEs, grade C or above).
Desirable
- IT qualifications e.g. ECDL.
- Medical Secretary Diploma.
- Shorthand qualification.
- Medical terminology.
- RSA Level 3 typing/word processing or equivalent qualification or experience.
Personal Attributes
Essential
- Confidence and ability to establish effective working relationships.
- Calm under pressure.
- Flexible approach to working arrangements.
- Strong attention to detail and accuracy.
- Self-motivated.
- Working within Trust policies and procedures, and referring to Line Manager as appropriate.
Desirable
- Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development
Skills and abilities
Essential
- Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required.
- Ability to deal with conflict.
- Good time management skills.
- Ability to engage and motivate others.
- High standard of accuracy.
- High level of initiative.
- Flexibility and able to adapt to change.
- Able to work as part of a team.
- Strong analytical skills.
- Ability to establish and maintain effective working relationships.
Person Specification
Knowledge and awareness
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Awareness of own limitations.
Desirable
- Knowledge of Trust Policies.
Experience
Essential
- Experience and knowledge of multi-disciplinary team working.
- Secretarial experience.
- Experience of working with filing systems.
- Experience of good customer or patient care.
- Working with computer software programmes such as Microsoft Office, e-mail and internet.
- Experience of scheduling/co-ordinating activities and/or resources.
Desirable
- Medical secretarial experience.
- Previous NHS administrative role.
- Experience of working with patients requiring health care.
- Experience with NHS/healthcare software systems.
- Experience of working with confidential material.
Qualifications
Essential
- RSA Level 3 typing/word processing or equivalent qualification or experience.
- Sound educational background (4 GCSEs, grade C or above).
Desirable
- IT qualifications e.g. ECDL.
- Medical Secretary Diploma.
- Shorthand qualification.
- Medical terminology.
- RSA Level 3 typing/word processing or equivalent qualification or experience.
Personal Attributes
Essential
- Confidence and ability to establish effective working relationships.
- Calm under pressure.
- Flexible approach to working arrangements.
- Strong attention to detail and accuracy.
- Self-motivated.
- Working within Trust policies and procedures, and referring to Line Manager as appropriate.
Desirable
- Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development
Skills and abilities
Essential
- Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required.
- Ability to deal with conflict.
- Good time management skills.
- Ability to engage and motivate others.
- High standard of accuracy.
- High level of initiative.
- Flexibility and able to adapt to change.
- Able to work as part of a team.
- Strong analytical skills.
- Ability to establish and maintain effective working relationships.
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
