Medical Secretary - Obstetrics and Gynaecology (Band 3)
Be part of our future landscape
At Airedale, we are committed to promoting equality, diversity and inclusion. We actively encourage applications irrespective of people’s age, lived experience of living with a disability or long-term conditions, gender, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances.
Increasing our diversity and supporting our organisation to be more inclusive is a key priority here at Airedale and our teams are at the centre of how we work towards this.
We appreciate all people may have diverse and individual needs and we pride ourselves on supporting all people to thrive and flourish at work. We have frameworks in place that support reasonable adjustments and flexible working for colleagues throughout their working lives which starts at recruitment.
These are exciting times for Airedale. We have the once-in-a-career opportunity to be involved in the planning and building of a completely new hospital here on our Steeton site by 2030. By joining us now you’ll be a key part of our journey over the next few years, with the chance to input into a state-of-the-art, modern healthcare facility that will deliver care to our communities for decades to come.We are also on the journey to a new electronic patient record, part of our wider ambition for our digital future – a future that builds on our significant telemedicine and digital care success. Ultimately, what makes Airedale special is our people.
Not just our staff, but our volunteers, patients, visitors, and wider population who make up the Airedale family. This is a Trust that sits at the heart of our community, and our communities are very proud of their Trust.
Job overview
An exciting opportunity has arisen for a Medical Secretary with enthusiasm to join our Obstetrics and Gynecology team
To provide an effective secretarial service within our small friendly team
You will carry out duties in such a way that you will make a direct and positive contribution to the organisation ensuring the smooth running of the specialist team.
Dealing with patients, doctors and fellow colleagues
Main duties of the job
To work as part of an administration team to provide a comprehensive administrative service to the consultant workforce. To support the Patient Service Manager and Secretary colleagues in the day to day running of a specialty administration team.
In pursuing these duties the post holder will ensure compliance with the NHS Constitution and be familiar with the NHS England Guidance ‘Understanding the new NHS’.
Working for our organisation
We are always looking for enterprising and innovative approaches to the way we provide our services. We are a national centre for telemedicine and introduced telehealth to the UK offender healthcare sector and also provide the service to patients in their care homes.Community matters to us and we are supported by 400 dedicated volunteers and have strong links with Bradford University, Craven College and Leeds City College to ensure we inspire the workforce of the future.
We want to attract staff who embrace our ‘Right Care’ behaviours of compassion, a commitment to quality of care and working together for patients – we want to make these part of our DNA.
Detailed job description and main responsibilities
Main duties:
- Work as part of an administration team to provide a comprehensive administrative service to the specialty team.
- Support the Secretary colleagues in the day to day running of the specialty administration team.
- Have basic knowledge of the Directorate and consultant structure and portfolios to enable cross cover.
- Support clinical team in implementation and use of new technologies.
- Maintain close working relationships between consultant(s) and patient, using tact, diplomacy, reassurance and discretion.
- Provide accurate, relevant and timely information to support clinical staff and managers in delivering high quality patient care and meeting the business needs of the Trust by:
o Liaison with medical, nursing and secretarial staff in arranging patients’ admission to hospital and attendance at outpatient clinics.
o Updating 18 week monitoring information on a weekly basis
o Ensuring that investigation results are checked and signed before filing in the case notes accurately, following Airedale NHS Trust procedures and guidelines. (NB All investigation results must be signed by a Doctor before being filed).- Respond to enquiries from patients and their relatives in a constructive and sympathetic manner. Exercise independent judgement and initiative based on acquired knowledge when problems arise by taking appropriate action to resolve or by referring to the appropriate person.
- Managing incoming and outgoing correspondence, prioritising issues and signposting urgent referrals / clinical correspondence as necessary.
- Manage calendars effectively and efficiently.
- Produce high quality documents (including text processed) from written, recorded, dictated material etc.
- Ensure professional standards and the appropriate style of communication is deployed depending on the situation.
- Establish and maintain good working relationships both internally and externally.
- Be responsible for organising multidisciplinary meetings, conferences and events as required or in support of colleagues.
- Prepare papers, attend meetings and clinics and take formal minutes as required or as part of cross cover within the Specialty administration team.
- Create, manage and maintain effective patient and file management systems.
- Manage own workload and activity so that deadlines are achieved.
- Perform any other duties which fall within the range of this post grade, within the area of responsibility as defined above.
- Attend all Staff Development Reviews where training and development needs will be identified, attend mandatory and identified training.
- Work as part of the Specialty Administration Team.
- Work flexibly within core working hours to ensure the locality administration team is appropriately covered and supported.
- Support Line Manager and Team in the day to day running of the specialty administration team.
- To cross cover for other colleagues in their absence
- Participate in regular team meetings.
- Attend all mandatory training.
- Participate annually identifying, developing and agreeing your own development plan with your line manager using the Trust Appraisal process.
- Comply with all Trust policies, procedures and protocols.
- Pay regard to materials and equipment.
- Carry out duties with due regard to the Trust’s Equal Opportunity Policy, the Data Protection Act and Confidentiality Code of Practice.
Staff Supervision and Support
- Oversee the day to day work of identified administrative staff within the specialty administration team.
Person specification
Qualifications
Essential criteria- GCSE (or equivalent) in maths/english
- RSA/OCR level 2 word/text processing or equivalent experience
- Business admin qualification level 3
- OCR level 3 word/text processing
Experience
Essential criteria- Administration/office experience supporting senior management functions i.e. diary management, electronic filing systems, meeting preparation, minute taking, collating and presenting information etc.
- Administration/office experience supporting senior management functions within the public sector.
Skills
Essential criteria- Ability to work autonomously and proactively
- Good organisational skills
- Able to prioritise work effectively and deal with non-routine tasks under pressure.
- Audio Typing
- Shorthand
Knowledge
Essential criteria- Competent in Microsoft Office Software or equivalent administrative programs.
- Working knowledge of Microsoft Outlook
- Knowledge of Information Governance.
Personal Attributes
Essential criteria- Highly professional
- Organisational focused
- Positive Manner
- Flexible
- Performance driven
General
Essential criteria- Awareness of NHS constitution and content
We are happy to discuss flexible working opportunities.
NOTE: This vacancy may close before the advertised closing date if sufficient suitable applications are received.
If you are offered a position which requires you to undertake a Disclosure & Barring Service (DBS) check, Airedale NHS Foundation Trust will administer the DBS check on your behalf and will recover the cost (Enhanced £41.90, Standard £21.90 or Basic £21.90) from your first full months salary. This is a condition of your employment.
In applying for a post that requires a DBS check you are confirming that you have read and understood the DBS Privacy Policy for Enhanced and Standard Checks (Click here for the privacy policy)
You are encouraged to participate in the DBS Update Service and pay the £13 cost per year.