Medical Secretary
Calderdale and Huddersfield NHS Foundation Trust (CHFT) are committed to equal opportunities and welcome applications from all sections of the community, regardless of any protected characteristics.
We are committed to recruiting to our values. Leading One Culture of Care underpins our values by creating an environment, tone and behaviours across all parts of the Trust that are fundamentally rooted in compassionate care.
We are open to considering a wide range of flexible working arrangements. There are opportunities to flex the days of the week, hours and times of work and place of work including: part-time, job-share, flexible working hours and the possibility to work from home when appropriate.Please talk to us during the interview process to discuss any flexibility that you may require.
We received our Silver Award from the Defence Employer Recognition Scheme which is helping actively promote SaBRE - Supporting Britain’s Reservists and Employers. This means that we provided its statement of intent to support all Defence personnel and we welcome application to work for us.Find out more - Why Choose CHFT?
Our Future Plans
The Department of Health and Social Care has awarded capital funding to invest in local health services at both Calderdale Royal Hospital and Huddersfield Royal Infirmary. This is a significant investment and an opportunity to enhance services for our populations in Calderdale and Huddersfield and West Yorkshire for generations to come.To find out more, please visit https://future.cht.nhs.uk/
Job overview
The post holder will provide administration and scheduling support to the general surgery department to enable provision of patient care. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high quality service for patients and clinicians.
The post holder will be expected to work as part of a Team, having a flexible attitude to work, adaptable and approachable with support.
Main duties of the job
To act as a link between the Consultants, Medical Staff, Secretaries and Waiting List Co-ordinators ensuring all communication is passed on accurately whilst upholding confidentiality.
To ensure that the Electronic Patient Records are an accurate documentation of the patients care, updating information where necessary and as required.
To be able to prioritise workloads and have the ability to work under pressure maintaining accuracy and meeting deadlines.
To be able to provide administrative duties i.e. scanning, uploading data onto medical notes, photocopying, typing and taking phone calls from patients and staff alike.
To be able to work on own initiative and make decisions within written guidelines, sometimes without reference to others.
Ad hoc duties as required and requested by the Divisional Admin Team and or Waiting List Manager.
This is not an exhaustive list of duties. The post holder is expected to undertake these and any other relevant duties when required.
Working for our organisation
An opportunity has arisen for a Band 3 to join the team within General Surgery Services
Calderdale & Huddersfield NHS Foundation Trust is a dynamic and successful organisation with a strong organisational and personal development focus. With over 5,500 employees and a turnover of £310 million, the Trust provides a comprehensive range of secondary care services to the people of Calderdale and Huddersfield and has an exceptional reputation for service delivery.
The Foundation Trust aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others.
Detailed job description and main responsibilities
To act as a link between the Consultants, Medical Staff, Secretaries and Waiting List Co-ordinators ensuring all communication is passed on accurately whilst upholding confidentiality.
To be aware of Surgery waiting times and ensure appointments are booking within the appropriate timescales.
To ensure that the Electronic Patient Records are an accurate documentation of the patients care, updating information where necessary and as required.
To be able to prioritise workloads and have the ability to work under pressure maintaining accuracy and meeting deadlines.
Provide support with auditing surgical waiting lists through validation, thereby anticipating any problems, which may arise, thus ensuring waiting list key standard targets are met/maintained.
You must be able to make last minute changes to admissions/ theatre lists, to ensure full utilisation of theatre time.
Register patients accurately on the waiting list and outpatient system.
Send appropriate information regarding admission/ procedures.
Ensure all equipment such as computers, printers etc which are used are in working order, contacting the relevant department/ personnel if they are not.
Offer advice and support and demonstrate duties to new members of staff.
Provide non-clinical information to patients, patients relatives, GP’s, other hospitals etc, whilst exercising judgement to ensure that all the relevant personnel are given necessary information as quickly as possible, thereby ensuring that any action, which needs to be taken, is taken promptly.
To be able to work on own initiative and make decisions within written guidelines, sometimes without reference to others.
Ad hoc duties as required and requested by the Patient Pathway Manager.
This is not an exhaustive list of duties. The post holder is expected to undertake these and any other relevant duties when required.
Person specification
Qualifications/Training
Essential criteria- English and Math GCSE grade 9-2 (A*-E) or equivalent or high level of literacy and numeracy skills demonstrated within application
- Accurate keyboard skills to RSA 2 or equivalent
- Evidence of commitment to organisational and individual development and undertake all mandatory training where required
- ECDL/NVQ2 in Business Admin/Customer Service or equivalent
Knowledge, ezperience & expertise
Essential criteria- Experience in an office environment
- Experience of using computer programmes e.g. Word, Excel, Outlook
- Experience of working to deadlines and targets
- Ability to organise and prioritise own workload
- Must have good and accurate inputting skills
- Experience of audio/touch typing with speed and accuracy
- Awareness of confidentiality
- Medical terminology
- Knowledge of IT software including email, internet, databases, thinkpads and presentations
- Advanced keyboard skills
- Experience of working in an NHS environment
- Awareness of Local and National NHS guidelines
- Understanding of Trust policies and their impact on service delivery
- Experience of ESR & EPR systems
- Experience of facilitating and minuting meetings
- Knowledge of EPR
Communication & relationships
Essential criteria- Good communication skills, able to communicate clearly and concisely both on the telephone and face to face.
- Excellent written and verbal communication skills
- Professional and positive attitude
- Flexible and adaptable
- Approachable and supportive to others
We take pride in the diversity of our workforce that’s why we encourage applications from all. Reasonable adjustments will be made for disabled applicants.
Please ensure your application is submitted with referees who can verify your employment/education history over the last three years and include valid email addresses for them. We will request electronic Factual Employment References from your previous employers.These references will be requested before you are issued with an unconditional offer of employment letter.
If you are appointed to a post, information will also be transferred into the NHS Electronic Staff Records system. The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.
You may be required to undertake a DBS. The Trust will administer the DBS check on your behalf and will recover the cost (Enhanced £54.40, Standard £26.40 or Basic £26.40) from your salary when you commence in post (including Internal staff).You will also be required to participate in the DBS Update Service and pay the £16 cost per year. This is a condition of your employment.
CHFT is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.
If you have any questions please contact [email protected] for assistance.