Job summary

*Fancy a career change? Moving departments? Maybe getting back into the working world? Look no further! We are looking to recruit One new Device Medical Secretary in cardiology GRH (30hrs, we are looking to increase the 30hr to 37.5hrs!). We look forward to hearing from you! *

We are looking for to appoint a keen, go getter who goes above and beyond in order to provide excellent patient-centred care.

We look forward to meeting you at interviews!

Salary: Band 3: £21,730 – £23,177 (Pro-rata – reduced for 30hr contract)

Main duties of the job

The post holder will manage consultants’ correspondence, handling patients’ queries and liaising with other healthcare professionals in order to support the delivery of Trust activity targets and deliver safe patient care. Working knowledge or Microsoft Word and Excel is essential. This is a responsible role, and you will be expected to use your own initiative, make decisions and deal sensitively with patients, their relatives and the wider healthcare team.

Working as a team player is an integral part of the job role and therefore good communication skills are key.

About us

Our cardiology department provides a friendly, positive working environment, who strives to achieve the highest standards of patient care. We run one of the busiest departments within the Trust and we pride ourselves on our work ethic and ability to pull together.

Being a major part of the NHS and contributing back in some many ways provides great job satisfaction.

Date posted

16 January 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£21,730 to £23,177 a year pa pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

318-22-R9592-B

Job locations

Trustwide

Gloucestershire

GL1 3NN

Job description

Job responsibilities

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

– Educated to GCSE grade C or above (or equivalent) in literacy and numeracy

– IT experience of Microsoft Office packages

– Proven organisational skills with the ability to prioritise workload and to work to deadlines

– Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar

– Good interpersonal skills for dealing with people internal and external to the organisation

– Ability to work flexibly within a team

– Ability to work quickly and accurately

– Ability to use own judgement and initiative as appropriate

KEY RESULT AREAS

– Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

– Referrals, Booking and Clinic Prep

– Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence

– Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity

– Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate

– Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner

Transcription

– Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the secretary supervisor.

– Typing detailed medical reports for legal use when necessary

– Take and transcribe minutes as appropriate

– To delegate simple typing tasks as appropriate to the band 2 clerical assistant

Outcomes and Results

– Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc

Admissions/Procedures

– Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork.

– Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner

Specialty Specific Support

– Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc

– Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.

– Supporting consultant staff by assisting with the production/transcription of medical staffing paperwork, such as references etc.

– Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.

– Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc

– Provide direct support for the Service Director as necessary

Service Improvement

– Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.

– Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.

– As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.

Team-working

– To work as part of an Administrative Support Team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards

– To cover colleagues during absences/annual/sick leave as directed by the secretary supervisor You may also be required to undertake job rotation for cross cover as well as for development and training purposes.

– Undertaking routine office duties including electronic note tracking, photocopying, faxing, filing of correspondence and results and maintenance of records in the absence of the band 2 clerical assistant.

– Assist in the training and induction for new and existing colleagues

– Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate

– Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.

– Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

COMMUNICATIONS AND WORKING RELATIONSHIPS

Medical staff both junior and senior including Consultants

– Nursing Staff

– Patients, carers and relatives

– Other Medical Secretaries/Ward Clerks

– Outpatient Staff

– Health Records

– Pathology

– Radiology

– GPs and GP practices

– Management, including Secretary Supervisor and General Management team

– Other NHS organisations

– External bodies, such as solicitor practices, DVLA, Social Services, Police etc

GENERAL

– Fully participate in the Trusts appraisal system review and personal development planning process on an annual basis (for an apprentice this may be more often)

– Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process

– Achieve and demonstrate agreed standards of personal and professional development within agreed timescales

– Contribute positively to the effectiveness and efficiency of the teams in which he/she works

– Contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies

PHYSICAL EFFORT AND WORKING CONDITIONS

– Movement of medical notes on a daily basis (Manual Handling Training Provided). This can range from one set of notes to bags weighing up to 5kg

– Exposure to occasional unpleasant working conditions due to extremes of office temperatures and ward odours.

– Use of Visual Display Unit (VDU) on a daily basis (Workstation assessments undertaken), will be sitting at the desk all day.

– Dealing with sensitive and confidential information

– The work pattern may be unpredictable due to interruptions. High levels of concentration are also required when audio-typing. Priorities can change during the day.

Job description

Job responsibilities

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

– Educated to GCSE grade C or above (or equivalent) in literacy and numeracy

– IT experience of Microsoft Office packages

– Proven organisational skills with the ability to prioritise workload and to work to deadlines

– Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar

– Good interpersonal skills for dealing with people internal and external to the organisation

– Ability to work flexibly within a team

– Ability to work quickly and accurately

– Ability to use own judgement and initiative as appropriate

KEY RESULT AREAS

– Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

– Referrals, Booking and Clinic Prep

– Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence

– Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity

– Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate

– Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner

Transcription

– Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the secretary supervisor.

– Typing detailed medical reports for legal use when necessary

– Take and transcribe minutes as appropriate

– To delegate simple typing tasks as appropriate to the band 2 clerical assistant

Outcomes and Results

– Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc

Admissions/Procedures

– Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork.

– Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner

Specialty Specific Support

– Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc

– Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.

– Supporting consultant staff by assisting with the production/transcription of medical staffing paperwork, such as references etc.

– Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.

– Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc

– Provide direct support for the Service Director as necessary

Service Improvement

– Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.

– Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.

– As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.

Team-working

– To work as part of an Administrative Support Team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards

– To cover colleagues during absences/annual/sick leave as directed by the secretary supervisor You may also be required to undertake job rotation for cross cover as well as for development and training purposes.

– Undertaking routine office duties including electronic note tracking, photocopying, faxing, filing of correspondence and results and maintenance of records in the absence of the band 2 clerical assistant.

– Assist in the training and induction for new and existing colleagues

– Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate

– Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.

– Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

COMMUNICATIONS AND WORKING RELATIONSHIPS

Medical staff both junior and senior including Consultants

– Nursing Staff

– Patients, carers and relatives

– Other Medical Secretaries/Ward Clerks

– Outpatient Staff

– Health Records

– Pathology

– Radiology

– GPs and GP practices

– Management, including Secretary Supervisor and General Management team

– Other NHS organisations

– External bodies, such as solicitor practices, DVLA, Social Services, Police etc

GENERAL

– Fully participate in the Trusts appraisal system review and personal development planning process on an annual basis (for an apprentice this may be more often)

– Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process

– Achieve and demonstrate agreed standards of personal and professional development within agreed timescales

– Contribute positively to the effectiveness and efficiency of the teams in which he/she works

– Contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies

PHYSICAL EFFORT AND WORKING CONDITIONS

– Movement of medical notes on a daily basis (Manual Handling Training Provided). This can range from one set of notes to bags weighing up to 5kg

– Exposure to occasional unpleasant working conditions due to extremes of office temperatures and ward odours.

– Use of Visual Display Unit (VDU) on a daily basis (Workstation assessments undertaken), will be sitting at the desk all day.

– Dealing with sensitive and confidential information

– The work pattern may be unpredictable due to interruptions. High levels of concentration are also required when audio-typing. Priorities can change during the day.

Person Specification

Qualifications

Essential

  • Educated to GCSE grade C or above (or equivalent) in literacy and numeracy

Desirable

  • NVQ in Administration level 3
  • Computer literate in Microsoft Office packages

Knowledge/Experience

Essential

  • Accurate audio typing
  • Knowledge and awareness of health and safety issues, risk management, and data protection act

Desirable

  • Previous secretarial experience
  • Minimum 6 months experience in a hospital or office environment

Skills

Essential

  • Good command and understanding of English, punctuation and grammar
  • Flexible team worker
  • Motivated and innovative
  • Good communication and social skills
Person Specification

Qualifications

Essential

  • Educated to GCSE grade C or above (or equivalent) in literacy and numeracy

Desirable

  • NVQ in Administration level 3
  • Computer literate in Microsoft Office packages

Knowledge/Experience

Essential

  • Accurate audio typing
  • Knowledge and awareness of health and safety issues, risk management, and data protection act

Desirable

  • Previous secretarial experience
  • Minimum 6 months experience in a hospital or office environment

Skills

Essential

  • Good command and understanding of English, punctuation and grammar
  • Flexible team worker
  • Motivated and innovative
  • Good communication and social skills

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

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) .

Additional information

Certificate of Sponsorship

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) .

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