Team Secretary
Job overview
Team Secretary Band 3 - 22.5 hours per week (Monday - Wednesday)
A Team Secretary role has become available within the Specialist Surgical Collaborative. Previous medical terminology knowledge, as well as knowledge of NCIC admin systems and processes, including RTT pathways and Textflow would be desirable.
The team consists of Medical Secretaries, Team Secretaries and Clerk Typists, working alongside Consultants, Nurse Practitioners etc to achieve collaborative objectives, including a 48 hour turnaround of clinical letters, forward clinic preparation, minute taking and general office admin duties including phones and emails.
Main duties of the job
Act as the focal point of communication for the Consultants and their team, confidentiality being the key issue at all times. Provide a high standard of secretarial and administrative support to the consultants, medical staff and their team, interacting with other departments, patients and GPs.Assist in the organisation of the consultants’ workload and ensure effective use of manpower and resources to assist in the smooth running of the department.
§ Provide a full secretarial/administration service including audio/digital typing, filing and electronic filing systems, photocopying and scanning.
§ Type clinics, discharge summaries and other internal and external correspondence, on behalf of the clinical teams, ensuring all documentation is correct.
§ Open and action consultant’s correspondence and respond accordingly.
§ Maintain the consultant’s diary and arrange appointments and meetings, coordinating non-clinical meetings to fit in with clinical commitments. Informing others of clinicians availability
§ Ensure all theatre lists are used to capacity. Compile theatre lists effectively to avoid wasted theatre / consultant time and cancellations. Select from waiting list replacement patient for any theatre slot that becomes available due to short notice cancellation.
§ Prepare admission lists, contacting patients and other relevant parties. Arrange transport for patients where appropriate.
Please see the attached Job Description for more information.
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.
Please note, due to changes implemented by the Government to the UK immigration policy, individuals who require a Health and Care Visa or a Skilled Worker Visa may no longer be eligible for sponsorship where the UKVI salary threshold is not met or if the occupation is not included in the updated Immigration Salary List (ISL).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.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies.- 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
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:
Please note the cost of the DBS check has increased from 2^nd December 2024
Standard Check: £21.50 + Administration cost of £5.90 = £27.40. Deducted from salary over following 4 months or one off payment.Enhanced Check: £49.50 + administration cost of £5.90 = £55.40. Deducted from salary over following 4 months or one off payment.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.- 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
Experience
Essential criteria- Operating word processing and computer packages
- Audio typing / word processing.
- Secretarial duties.
- Medical audio typing / word processing.
Qualifications
Essential criteria- GCSE English language (minimum C grade) or equivalent.
- RSA 2 word processing or equivalent.
- RSA 3 word processing or equivalent.
- NVQ 3 in administration or equivalent
Knowledge
Essential criteria- Computer literate.
- Requirements of the Data Protection Act, Freedom of Information Act, Access to Health Records and Defensible Documentation, Health and Safety and their application in the workplace.
- Equality issues.
- Medical terminology.
- Microsoft Office.
- PAS.
Skills & Aptitudes
Essential criteria- Effective communication and interpersonal skills.
- Able to analyse complex facts or situations.
- Able to use initiative appropriately within team environment.
- Able to work without supervision.
- Ability to organise and prioritise workload.
- Able to work to deadlines.
Personal circumstances
Essential criteria- Enthusiasm.
Other requirements
Essential criteria- Willing to develop further relevant skills.