Medical Secretary - General Surgery

Job overview

The Division of Surgery would like to invite applicants for a Band 3 post to join the Medical Secretary team within General Surgery at Doncaster and Bassetlaw Teaching Hospitals.

The post holder will contribute to the day to day provision of secretarial and admin support to designated Consultants/Clinicians as well as working within the team.

Experience in using the PTL (Patient Tracker List) to manage patient’s pathway is paramount. A knowledge of medical terminology alongside previous experience of working in a clerical / secretarial role is desirable.

Provide a comprehensive range of secretarial duties: clinical correspondence, general letters, booking outpatient appointments and theatre admissions where required. All admin duties including phone and post, oversee their Consultants/Clinicians PTL.

Main duties of the job

The Post holder will provide an effective and efficient support service to clinical teams, ensuring robust systems and processes are in place for overall administrative oversight and management of the patient pathway. This will include achievement of waiting times targets through PTL validation and education, promoting a “Right First Time” culture.

Responsible for checking, monitoring and progressing all aspects of the patient pathway taking a cross cutting approach in line with clinical instruction and in accordance with national and local waiting times, liaising directly with the consultant and delegated members of the consultant team, using information reports to assist.

A knowledge of medical terminology alongside previous experience of working in a clerical / secretarial role is desirable.

Provide a comprehensive range of secretarial duties: clinical correspondence, general letters, booking outpatient appointments and theatre admissions where required. All admin duties including phone and post, oversee their Consultants/Clinicians PTL.

Working for our organisation

DBTH is one of Yorkshire’s Leading acute trusts, serving a population of more than 440,000. Our services are based over three main hospital sites and several additional services employing over 7,000 colleagues.

At DBTH we have a comprehensive framework of behaviours that guide us in our daily working lives, these form the DBTH Way. We pride ourselves on our commitment to the values of We Care and now the DBTH Way builds upon these foundations, providing further clarity on what it means to embody these values in our everyday interactions.

As an organisation that supports flexible working, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

As an equal opportunities employer, we encourage applicants from all sectors of the community, particularly from under-represented groups including those with disabilities, members of our ethnic minorities and LGBTQ+ communities.

• Extensive range of learning opportunities
• NHS Pension Scheme
• Generous holiday entitlement in line with Terms & Conditions
• Comprehensive health and wellbeing support
• NHS Car Lease schemes and a range of salary sacrifice scheme
• Discounts on restaurants, getaways, shopping and finance through external providers.

Detailed job description and main responsibilities

Please see attached to the advert a job description and person specification for further details. Please ensure you read both documents carefully.

Please note, if your application is successful you will be required to present original certificates of qualifications that are listed in the person specification under essential.

Person specification

Qualifications/Training

• Minimum of 3 GCSEs including English and Maths at Grade C or above or equivalent or equivalent experience
• RSA III or equivalent level typing qualification or equivalent experience
• ECDL or Equivalent or equivalent experience

• Knowledge of medical terminology/ accreditation
• NVQ Level 3 Admin and Clerical Business
• NVQ Level 2 Business Administration
• Apprenticeship Conflict resolution skills 3 of 6 Ability to initiate and coordinate change to own working practices for service improvement

Personal Attributes & Skills

• Ability to assimilate new practices and knowledge
• Ability to deal calmly and diplomatically with a range of personalities and situations
• Proactive, self-motivated and with a positive approach to work
• Flexible and adaptable, able to take direction and instruction from others
• Trustworthy, punctual and reliable
• A methodical and organised approach to work
• Excellent verbal and written communication skills
• Ability to work under pressure to meet tight deadlines in a busy environment
• Ability to prioritise and manage own workload for best effect, work without direct supervision and delegate to others
• Good Time management skills

• Demonstrate clear commitment to the team approach, exchanging ideas and providing support to colleagues.
• Seeks to develop an understanding of different groups and individuals and ensures equitable and appropriate treatment for all.
• Conveys written information clearly and accurately to a wide range of recipients.
• Speaks confidentially, conveying clear messages to a wide range of listeners.
• Embraces responsibility for identifying sound and effective solutions to a variety of different problems

Knowledge and Experience

• Previous experience working in a clerical/administrative role
• Maintenance of computerised files
• Able to provide accurate information independently
• Computer literate incl. Microsoft Outlook, Word, Excel
• Customer Care Experience
• Knowledge of medical terminology
• Knowledge of and ability to work to Trust Policies and protocols including Referral to Treatment Patient Access Policy
• Ability to work to and promote Standard operating procedures / performance targets.
• Understanding of patient priorities and targets in relation to appointments and waiting times, specifically Referral to Treatment
• Experience of working within a busy/demanding environment. E.g. Multi-disciplinary team. Ability to communicate with people at a variety of levels
• Ability to communicate with people at a variety of levels

• Fully conversant with all waiting list functions on PAS and the ability to action these independently.
• Good knowledge of speciality specific patient pathways.
• Thorough knowledge of health care system and processes.
• Understanding of Primary Care, GP and Community Services.
• Experience of working in a Health Care setting in clinical administration role.

• Please note that all correspondence will be sent you to via email. If you are offered a job, information will be transferred into the national NHS Electronic Staff Records system. In submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
• We reserve the right to close down this advert early should there be a high number of applicants.
• The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community.
• All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken. The Trust is now passing the charge for undertaking a DBS check on to candidates in the event that they are successfully appointed into the post for which they have applied. Please note that this check will be charged for in two instalments when you commence employment with Doncaster & Bassetlaw Teaching Hospitals NHS Foundation Trust. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.