Assistant Medical Secretary

7 days ago

Wakefield, United Kingdom The Mid Yorkshire Teaching NHS Trust Full time

Job summary

An opportunity has arisen at Mid Yorkshire Hospital NHSTrust to appoint an Assistant Medical Secretary within the CardiologyDepartment.

This is a Full-time position working hours, Monday toFriday -

You will workwithin a diverse secretarial team and will be responsible for providingsecretarial and administrative support to the Cardiology team.

The successful application will be self-motivated and have a flexible approach with excellent organisational and prioritisation skills. You will need to have RSA2 typing qualification or equivalent typing experience.

Main duties of the job

The medical secretarial team provides a comprehensiveservice to the Consultants and their teams, and is essential in the provisionof providing a high quality patient experience. The post-holder will supportthe medical secretaries in the day-to-day organisation of the Consultant Cardiologistsin their daily administrative duties. You will also provide support to other services within the division ofmedicine on an adhoc basis.

Please note that this role is not on the Home Office listof occupations eligible for sponsorship under the Skilled Worker route.

About us

We provide care and support to over a million people inWakefield and Kirklees in their homes, community settings and across ourthree hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).

Always striving for excellence, we are at the forefront ofinnovation and research, and we invest in teaching and the development of ourworkforce.

We live by our values of caring, improving, being respectfuland maintaining high standards. We listen and learn because we aim to make MidYorkshire the best place to work and receive care.

We value diversity and welcome talent and enthusiasmirrespective of age, disability, neurodivergence, sex, gender identity andgender expression, race or ethnicity, religion or belief, sexual orientation,or other personal circumstances including providing unpaid carers support tosomeone with a health and care need. As ethnic minority groups, members of theLGBTQ+ community, and people with a disability/neurodivergence are currentlyunder-represented across the organisation, we encourage applications frommembers of these groups. We have policies and procedures to ensure allapplicants are treated fairly and consistently.

We are proud of our staff networks - who offer valuableguidance and feedback from those with lived experience.

We have a clear vision and you could be part of this Ifyou share our values and you want to make a difference to the lives of ourpatients and their families and carers, we would love to hear from you.

Job description

Job responsibilities

Key Responsibilities

To ensure post addressed to the clinical teams is promptly collected, sorted and recorded. To sort and where appropriate in responding to incoming mail bring to the attention of senior member of staff anything that is out of there remit. Be a part of the clinical team. Provide a friendly and professional service, dealing with enquiries following Trust policies. Assist clinicians with administrative tasks, utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with the ward/departments Key Performance Indicators 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. Assist with, 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 and escalate as appropriate within the Trust complaints procedure. Assist with prioritising and ensuring clinical investigations are acted upon. The post holder must ensure urgent matters, for example urgent referrals are escalated as appropriate. Accurate recording of all computerised based patient records, updating and amending information in a timely manner as per standard operating procedures. Undertake routine or ad hoc data validation as directed. Assist with and bring to the clinical teams attention results of investigations from patients/deal with appropriately in a timely manner ensuring appropriate follow-up appointments are made and results are stored appropriately in patient records. 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 File Tracker/relevant IT system. Assist with the 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. Booking meeting rooms as requested. Assist with the receipt of referral letters with timely input onto the computerised IT Systems within standard operating procedures. To be responsible for ensuring copies of correspondence are stored in the patients records in a timely manner in accordance with standard operating procedures. To undertake general secretarial duties including faxing, photocopying, filing and assisting with the smooth operation of the department. To assist with the confidential management of patient records and ensure that all documentation is returned to the appropriate department and is accurately completed and promptly dispatched. Assist with the preparation of patient records for admission, transfer and discharge in a timely manner in line with standard operating procedures as required. Operate IT systems ensuring correct personal details of patients held on the departmental database & Trust systems, and update as necessary. 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

Qualifications

Essential

RSA Level 2 typing/word processing/business admin or equivalent qualification or experience in typing Sound educational background

Desirable

IT qualifications ECDL computer course RSA3 4 GCSE Knowledge of Medical Terminology

Experience

Essential

Admin/secretarial experience Experience of good customer service or patient care

Desirable

Secretarial experience Previous NHS/healthcare administrative role Experience of working with patients requiring health care Experience with NHS/healthcare software systems Work with computer software programmes such as Microsoft Office, e-mail and internet

Skills and Abilities

Essential

Proven ability of working on own initiative within standard operating procedures. Ability to organise self, working to deadlines and ensuring quality standards Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required Demonstrate a caring manner with an understanding disposition Flexibility and able to adapt to change Able to work as part of a team

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