Support Secretary

• To provide a comprehensive support medical secretarial service to an allocated clinical area in an efficient and timely manner

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

Key Dimensions:

To support the medical secretarial team with:

• Responsible to undertake the role of support medical secretary to an allocated clinical team.
• Ensuring strict adherence and compliance to all Trust Policies and Procedures.

Working for our organisation

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

1. 1. Following introduction of voice recognition technology to ensure clinic letters are prepared for printing and distribution. Ensure all nurse led clinics are typed within the appropriate timeframe.
2. To support the medical secretary in providing secretarial and administrative service to an allocated clinical team.
3. Ensure accurate messages are taken for clinical team and delivered in timely manner.
4. Assist with telephone enquiries from patients, GPs and other agencies in a courteous and helpful manner. Refer to medical secretary for advice when appropriate.
5. Assist in sorting and dealing with incoming post and distributing as necessary.
6. Assist in providing administrative support to clinical team in respect of work relating to teaching, research, NHS medical reports, charities and publications, including arranging meetings, agendas and minutes.
7. Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records when required.
8. Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
9. Ensure effective communication with all members of a multi-disciplinary team.
10. Assist Administrator in the co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy .
11. Ensure comprehensive working knowledge of iPMS commensurate with role.
12. Ensure Choose and Book referral letters are processed and directed to appropriate appointment office in line with Administration Guidance Notes.
13. Ensure all hospital case notes arriving into and departing from the department are traced on iPMS (Information Patient Management System).
14. Required to cover admin and clerical colleagues during times of absence or increased workload as requested by line manager.

To carry out any other clerical duties as determined by the line manager

For further details please see attached JD&PS.

Person specification

KNOWLEDGE & EXPERIENCE

• Previous clerical/admin demonstrable experience
• Previous demonstrable experience in the use of word processors/data base/spreadsheet packages.
• Demonstrable experience of audio transcription
• Excellent organisational skills

• Previous demonstrable experience in a large clinical setting
• Previous demonstrable experience in a trainee support/medical secretary role

QUALIFICATIONS

• Educated to GCSE or equivalent standard

• Typing to RSA 2(or above) standard or equivalent

APTITUDE & ABILITIES

• Good communication and interpersonal skills
• Ability to work calmly and methodically when within a busy environment from a busy and varied workload
• Accuracy
• Time management skills
• Organisational skills
• Ability of work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines

• Understanding the Trust’s waiting list policy within the work place

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details

University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.