Job summary
Employer heading
Bank Children & Young People Medical Secretary
NHS AfC: Band 3
Harrogate and District NHS Foundation Trust cares for the population in Harrogate and the local area as well as across North Yorkshire and Leeds. We also provide children’s services in the North East in County Durham, Darlington, Middlesbrough, Stockton-on-Tees, Gateshead and Sunderland.
Harrogate and District NHS Foundation Trust is one of only two trusts in Yorkshire and Humber to be awarded HSJ’s Top 100 Best Places to Work. We believe that You Matter Most, and this is reflected in what we value: Kindness, Integrity, Teamwork and Equality. So if you’re looking for an interesting and rewarding career in the NHS, where you can make a real difference to patients’ lives, Harrogate and District NHS Foundation Trust is the place for you.
Job overview
This a Bank post and will support the provision of an efficient and comprehensive secretarial support service to the consultants, specialist nurses and other medical staff, prioritising work to ensure deadlines are met. To maintain a high standard secretarial service to meet the needs of the clinical team within the Community and Children's Directorate ensuring that accurate and up to date typing of clinic letters and correspondence is achieved through audio/digital dictation. The post-holder must observe and work within the Trust’s Confidentiality Policy at all times.
Main duties of the job
• Medical Secretaries are appointed to the Community and Children's Directorate
• To provide an efficient and effective secretarial support service to the Paediatric Consultants and team, which is receptive to the needs of the patient and responsive to Trust requirements.
• To provide cover for the Senior Medical Secretary during periods of absence to meet the needs of and ensure continuity of service within the office/department.
Working for our organisation
At Harrogate and District NHS Foundation Trust we provide ‘outstanding’ care to both our patients and our staff. We support staff through benefits, health and wellbeing initiatives and opportunities for personal and professional development.
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An inclusive and supportive culture – our Trust encourages staff to bring their whole selves to work and active Staff Networks identify areas for improvement.
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Staff Recognition - as well as regular appraisals, we recognise staff with our Making a Difference Awards and GREATix nominations.
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Employee Support and wellbeing - we have a comprehensive Employee Assistance Programme, counselling service and fast track physiotherapy service for employees.
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Staff Benefits - We have a range of staff benefits and schemes to support staff health, engagement, wellbeing and inclusion.
Detailed job description and main responsibilities
ORGANISATION
• Ensure the smooth running of the office/team including the assessment of priorities and the initiation of preparatory action.
• Using the in-house patient data tracking system ensure that all patient case notes passing through the office are booked in and out appropriately.
• Following guidance work within defined national and local targets e.g. 18 weeks and monitor on a regular basis, identifying potential breaches
• Under the direction of the Senior Paediatric Medical Secretary implement procedural changes to working systems/processes.
• Assists in the co-ordination of outpatient clinics. Being responsive to changing circumstances.
COMMUNICATION
• To work closely with all staff providing an accurate, high quality and complete secretarial service including proof reading, audio typing, photocopying and the composition of letters.
• Provide the first point of contact for written, email and telephone enquiries on behalf of the Consultant and team.
• Ensure all enquiries from patients, colleagues and GPs are dealt with promptly, effectively and positively in the department, producing file notes as necessary.
• Respond to emails and telephone calls from anxious and distressed patients, taking messages and resolving problems when possible, in a professional and competent manner and takes responsibility for the required action.
• Opening and dealing with incoming correspondences as appropriate.
• Ensures any follow-up appointments are arranged for patients as necessary.
• Promotes the dissemination of quality patient information.
INFORMATION
• Keep up to date with technological developments with regard to developing appropriate skills in the use of current office technology e.g. spreadsheets, databases, Outlook, presentations etc.
• Maintain comprehensive office systems ensuring prompt access to information.
• Maintain electronic systems e.g. database, spreadsheets, etc. containing patient-related information.
• Able to maintain the administrative aspect of patient care e.g. electronic patient record.
• Ensure that case notes are correctly maintained following guidelines and that the documentation contained therein is correct. High quality standards are to be maintained at all times.
Person specification
Qualifications
Essential criteria
- Knowledge of Microsoft Office packages e.g. Word, PowerPoint, Excel and other IT skills acquired through training and practical experience including internet/web skills
- 5 GCSEs or equivalent including English, at Grade C or above
- Secretarial/ Administration Procedures
Desirable criteria
- NVQ 2 Business Admin
- Touch Typing Skills
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Documents to download
Further details / informal visits contact
- Name
- Rebekah Nunn
- Job title
- Admin Team Lead
- Email address
- [email protected]
- Telephone number
- 01423 553122
- Additional information
Suzy Stead - [email protected]
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