Team Secretary Neurology

Job overview

The post holder will work as a member of a team and be responsible for ensuring that the neuroscience Service is provided with a high quality secretarial and administrative service

Will undertake the full range of administrative and secretarial duties. that is required supporting the Medical Secretaries

Main duties of the job

The post holder

Initiates, manages and prioritises their own workload under the supervision of the Team Leader and Admin Lead.

Provides secretarial and administrative support to all members of the Neurology Team

Provides copy and audio typing of letters, memos, reports, summaries, charts, along with any other correspondence for the Neurology Team

Uses Outlook software to access staff calendars and gain relevant information as and when required for team members

To input data and use the EMIS Electronic System keeping the data up to date and relevant

To access ICE system when needed to provide information to the consultants and secretaries

Working for our organisation

At NCIC, we have an ambition to deliver outstanding healthcare services to the population of North Cumbria. The Trust is committed to creating a centre of excellence in providing rural and remote healthcare and provides a wide range of community and acute services throughout our county.

Our 5 key principles demonstrate our belief in the delivery of ‘safe, high quality care every time’:

• Being a clinically led organisation
• Quality and safety at the heart of our Trust
• A positive patient experience every time
• A great place to work
• Managing our money well

As an organisation we are serious about supporting a diverse workforce that reflects our local community and are very much focused on being an inclusive and compassionate place to work.

Across the North East and North Cumbria we are working together to deliver our ambition to be the greenest region in England by 2030. All staff are expected to support sustainability.

Detailed job description and main responsibilities

Please see attached job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.

Applicants must check their eligibility to be employed in any role they are interested in applying for, prior to completing an application for employment. Any applicants who do not meet the eligibility criteria will not be progressed.

If you are applying under the Disability Confident Scheme or Armed Forces Covenant and you meet all the essential criteria for a post, you will be guaranteed an interview.

• Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
• If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.

Important Information

Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.

For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:

• Junk Mail is checked regularly

Disclosure and Barring Service:

On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.

The changes mean that:

• youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
• the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.

If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.

Nacro – Tel: 0300 123 1999, or email: [email protected]

Unlock – Tel: 01634 247350, email [email protected] or complete the online form on the Unlock website

Please note the cost of the DBS check is increasing from 2^nd December and the new cost will be

Standard DBS check £21.50, Enhanced DBS check £49.50 + any admin costs.

The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:

Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.

Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.

As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.

1. day holiday scheme rising to 33 after 10 years

Flexible working Scheme

Excellent opportunities for development

Competitive NHS Pension scheme

Access to NHS discounts with retailers and leisure companies

EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems

These schemes are subject to availability

Person specification

Qualifications

• Good general education to GCSE Level
• Proven administration ability
• ECDL or equivalent IT experience
• Advanced keyboard skills/experience

• NVQ Level 3 Business Administration or equivalent experience but not essential

Knowledge

• Previous admin/secretarial experience
• Use of web based facilities and in house computer systems
• Good working knowledge of Microsoft Office applications including: Word, Excel and Power Point, Internet experience
• Knowledge of data protection act and patient confidentiality
• Knowledge of wide range of administrative procedures
• Knowledge of Information Governance

• NHS experience secretarial or other
• Knowledge of Medical terminology
• Knowledge of EMIS system
• Knowledge of WINSCRIBE

Skills and Aptitudes

• Excellent communications skills, both oral and written including keyboard skills
• Patient centred approach to delivery of service.
• Confidentiality, diplomacy and empathy
• Proven track record of organisational ability in administrative processes
• Ability to work on own initiative and part of a wider team
• Ability to prioritise work, meet tight deadlines and work accurately under pressure
• Ability to deliver high quality service and maintain a high standard of work
• Ability to exercise judgement in dealing with telephone enquiries efficiently and effectively.
• Ability to identify urgent issues and deal

Personal Circumstances

• Well developed interpersonal skills
• Able to relate to a broad spectrum of individuals
• Enthusiastic and highly motivated
• Respond to conflicting demands and multiple tasks concurrently
• Able to travel between sites across Cumbria

Other Requirements

• Willing to adapt to changing circumstances and priorities
• Flexible approach to working patterns