Medical Secretary

4 weeks ago

Northampton, United Kingdom Northampton General Hospital Full time

Job summary

Neurology

An exciting opportunity has arisen for an experienced and highly motivated Medical Secretary to join Neurology team on a 6 month Fixed term contract.

The post holder will be able to provide a comprehensive, confidential, secretarial and administrative support service for our Consultants, Nurses and wider clinical team.

Main duties of the job

Provide an efficient and comprehensive secretarial service to the Consultants, medical staff, clinical teams and department. Duties will include typing of correspondence and documents, dealing with different enquiries, dealing with patients' records and results.

Supervise and oversee the workload allocation of the administration team when required.Undertake effective administrative and secretarial duties as part of the admin team required by department.

The post holder will be required to work as part of the administration team and provide cross cover during periods of staff absence within their existing team and other teams within the Directorate as and when required. This support should be provided during the core hours of 8am and 5pm.

About us

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.

The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.

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.

Job description

Job responsibilities

Provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.

To type correspondence and material from dictation, audio or manuscript as required for the Clinical Team, outpatient clinic letters, discharge summaries, references, minutes of meetings, rotas, etc.

Deal with telephone and face to face enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.

Provide the focal point of communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries.

Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.

On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.

Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.

Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as 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.

Supporting the management and validation of routine and 2ww pathways.

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

Person Specification

Key Competencies/Personal Qualities and Attributes

Essential

Ability to sit and work at a desk / VDU for long periods of time. Word process and data input for a substantial proportion of working time. Work well as part of a team. Self-motivated. Confident to establish and maintain good working relationships at all levels. Must be able to understand the needs of patients and deal with them with tact and sensitivity . Ability to cope with typing letters of a distressing nature . Concentration when transcribing dictations or typing complex medical documents; possible frequent interruptions . Ability to use own initiative

Skills

Essential

Organisational skills and the ability to work methodically and prioritise. Developed attention to detail and accuracy. Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required Ability to help build effective working relationships at all levels with and outside the hospital. Ability to cope under pressure and meet deadlines. Able to maintain confidentiality at all times.

Desirable

Touch typing.

Knowledge and Experience

Essential

Knowledge of a range of secretarial and administrative procedures . Very good written and verbal communication skills. Courteous, tactful and efficient telephone manner. Proficient in Microsoft packages including Word and Outlook. Experience of working in a busy office environment. Experience of database systems. Planning and organisational skills to plan straightforward tasks, some ongoing, arranging meetings, arrange diary. Advanced keyboard skills. Experience of working within a healthcare setting. Knowledge of medical terminology.

Desirable

Experience in working with Patient Administration Systems, incl. Camis. Digital transcription experience.

Educations, Training and Qualifications

Essential

Minimum 3 GCSE at Grade C or above, including English of equivalent. NVQ3, RSA3 or equivalent experience or qualifications.

Desirable

AMSPAR, BSMS Qualification.

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