Support Secretary

A vacancy has arisen for a Support Secretary/Typist in the Dermatology department at Northampton General Hospital.

We are looking for an enthusiastic and experienced Support Secretary/Typist to join our friendly administration team. The post holder will have a good understanding and knowledge of medical terminology with audio typing experience and good overall IT skills.

In this role you will be working with highly confidential information throughout the day and it’s vital that this is dealt with in a sensitive and professional manner.

To work as part of a clerical team to support a defined team of Clinicians.

Provide a comprehensive, confidential secretarial and administration support service to the Consultants, Medical staff, clinical team and department (thereafter called Clinical Teams) on a day to day basis.

This support should normally be provided during the core hours of 8am and 6pm. However, to ensure alignment with the Direct Clinical Care time of the Clinical Team for who they support, flexibility from core hours may be required and will be determined locally depending upon the needs of the service.

Supervise and oversee the workload allocation of the administrative team when required.

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

The role includes, but is not limited to, the following duties:
To type correspondence and material from dictation, audio or manuscript as required for the Clinical Team, i.e. outpatient clinic letters, discharge summaries, references, minutes of meetings, rotas, etc.

To deal with enquiries on behalf of the Clinical Team either by telephone, personal contact or correspondence, within agreed limits and take appropriate action, i.e. ensure appropriate documentation is available.

Assist the Clinical Team and on receipt of test/investigation results retrieve relevant patient notes and alert of any urgent or abnormal test results when required.

Provide general administrative services including photocopying, filing, faxing and other office routines.

Ensure all correspondence and documentation is filed promptly and cross reference whenever necessary.

Ensure patients’ notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed in medical records case notes, following laid down guidelines.

Prepare case note folders and complete necessary documentation for all new patients.

Ensure that relevant health records are available to the Clinical Team when required and anticipate demand wherever possible.

Receive and sort daily post, date stamp and distribute as appropriate.

Assist the process of patient tracking including booking all necessary appointments, chasing results, waiting lists and ensuring that patients receive timely treatment up to the point of discharge when required.

Liaise with other hospital departments, GPs and other health care agencies when required.

Assist and help colleagues when the need arises.

Assist the coordination of Clinical Teams’ diaries to ensure effective time management.

Maximise the use of innovative IT systems.

Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.