Support Secretary -Gynaecology
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If you are passionate about patient care and want to develop your skills and knowledge then we are keen to hear from you.
Job overview
The gynaecology department in Colchester Hospital is a dynamic and fast-paced environment committed to delivering high-quality care to our patients. We are seeking a Support Secretary to join our administrative team and contribute to the smooth and efficient running of our healthcare services.
As a Support Secretary, you will provide comprehensive administrative and secretarial support to doctors and nurses in our gynaecological oncology team, ensuring that day-to-day operations run seamlessly. You will assist with managing patient records, typing clinic letters, booking appointments, and handling correspondence with sensitivity and confidentiality.
Key Responsibilities:
- Prepare and type medical reports, letters, and documentation
- Handle telephone and email enquiries from patients and healthcare professionals
- Maintain accurate and up-to-date patient records and files
- Liaise with internal departments and external healthcare partners
- Ensure confidentiality is maintained in all patient-related matters
Please note this is fixed term/Secondment until 31st December 2025, 16 hours per week.
Please note this post may close early if we receive a high number of applications.
Main duties of the job- Dealing with incoming telephone calls from parents/relatives/GP/Other tertiary hospitals. Independently dealing with or passing on queries/messages to the clinician using the correct local procedure and form. Logging all relevant telephone contacts on to the Portal system.
- To be able to communicate effectively with the rest of the team.
- Be aware at all times the importance of maintaining confidentiality of information gained by you during the course of your duties including personal information relating to patients. You must treat all information in a discreet and confidential manner and keep it secure.
Working for our organisation
We are ESNEFT and we provide hospital and community health services to almost one million people across east Suffolk and north Essex. Our dedicated staff deliver care from acute hospitals in Colchester and Ipswich, community hospitals, surgeries, community clinics and in patients’ own homes.
We are one of the largest NHS organisations in England, employing more than 12,000 staff.
We pride ourselves on supporting our staff. We offer a wide range of training and development opportunities, as well as flexible working options.
Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.
Our philosophy is that Time Matters to everyone. Across the Trust, we concentrate on improving the things we do and removing those which cause time delays for our staff and patients.
We are investing in our commitment to Time Matters with a partnership with leading electronic patient record (EPR) supplier Epic. This digital transformation will bring what’s widely regarded as the world’s best EPR system to ESNEFT, transforming life in hospital for staff and patients.
Find out about living and working here - www.youtube.com/watch?v=GkPu7HphU8A
Detailed job description and main responsibilities
For full details of the responsibilities and duties of this role please see the attached job description.
Person specification
Experience
Essential criteria- Proven experience of working in a similar role Band 2 or equivalent
- Experience of developing systems and procedures
- Experience of using a digital audio transcription device
- Use of Microsoft packages, including Word, Excel and Outlook
- Experience of communicating with a range of people both within and external to the organisation
- Practical experience of working in a clinical support role
- Experience of Medical terminology
- Experience of using the Portal System
Qualifications
Essential criteria- At least 3 GCSEs or equivalent at A to C Grade to include maths and English
- Training in Business Administrations NVQ Level 3, RSA or equivalent
- AMSPAR or equivalent
Please note that where response levels are exceptional we may close the post before the specified date, therefore early application is recommended.
Please make sure that you read the Job Description and Person Specification attached and that your statement in support reflects this as your application will be judged against these criteria.
Secondment - if you are interested in undertaking a role on a secondment basis, please ensure that you have discussed this with your current line manager prior to submitting your application. Please note if you are already an employee of ESNEFT fixed term roles will only be offered on a secondment basis.
When providing reference details please provide email addresses so references can be sought promptly to cover the last 3 years of employment.
Successful candidates may be charged for their DBS check. Please ensure you read the information found in the attached DBS Information document
The Trust is committed to its staff and their development and to equal opportunities and diversity. Applications are welcomed from all sections of the community.
Whilst we welcome applications from all and your application will be considered on individual merit, if you are offered a position and require a Skilled Worker Certificate of Sponsorship we may not be able to process your application to the final stage due Home Office eligibility.
In submitting an application form, you authorise East Suffolk and North Essex NHS Foundation Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed to the post.
We would like to take this opportunity to thank you for your interest in East Suffolk and North Essex NHS Foundation Trust; we look forward to receiving your application for employment.