Lead Medical Secretary
Job overview
We are looking for an enthusiastic and organised Lead Medical Secretary within the Plastic Surgery service. The role involves the line management of the plastics medical secretary team, diary management, supporting the consultants and team, clinical admin support where required & minute taking.
Having the ability to work well under pressure & have excellent communication skills are essential.
Main duties of the job
The post holder will play a pivotal role in creating, sustaining and managing the secretarial teams and administrative systems. The purpose of the job is to provide an effective and comprehensive range of administrative services to support the team and the Service Manager.
There is reliance on the post holder to undertake a wide and varied range of duties to ensure that the work of the department is managed as effectively and efficiently as possible for all its users, patients, services, relatives and colleagues.
Working for our organisation
Our Trust
Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke’s Hospital and the Rosie Hospital in Cambridge. With over 13,000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people – patients, staff and partners.Recognised as providing ‘outstanding’ care to our patients and rated ‘Good’ overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH’s values – Together - Safe, Kind, Excellent – are at the heart of patient care, defining the way all staff work and behave.
The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.
CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential.We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people’s age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.
Detailed job description and main responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.
Please note:- Internal applicants on permanent contracts can only apply for this post as a secondment and must have the approval of your current line manager before applying.
This vacancy will close at midnight on 9th February 2025
Interviews are due to be held on 20th February 2025
Benefits to you
At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site.Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff.
On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only café, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge.Just one of the ways we are working hard to support good working days at CUH.
CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times.
Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered.
We welcome applications from the Armed Forces.
Person specification
Qualifications
Essential criteria- Educated to degree level or NVQ level 4 or equivalent
- Customer Service/ Business Admin /ITQ or equivalent professional experience
- Secretary qualification or equivalent
- Team leader/management qualification
- Typing qualification or equivalent experience
Experience
Essential criteria- Experience of managing staff / a busy clerical office environment or reception service or project
- Secretarial and /or complex administrative experience
- Prioritising, planning and organising own and others tasks
- Experience of dealing with difficult situations and confrontations
- Data entry experience and documentation
- Previous experience of working in NHS
- Previous experience of working with medical records
- Recruitment and Selection of staff
- Performance management of staff
Knowledge
Essential criteria- Confidentiality and data protection processes and procedures
- Customer service
- Good working knowledge of office procedures and all Microsoft office packages
- Awareness of NHS targets and Trust priorities
- Awareness of anti-discriminatory issues
- Knowledge of the Trust including awareness of priorities
- Knowledge of Trust information systems
- Knowledge of Medical Terminology
Skills
Essential criteria- Ability to manage / work as part of a team
- Excellent communication skills including telephone, email, face to face
- Ability to organise and manage own time and others to keep to schedule and deadlines
- Ability to analyse and present complex data
- Ability to manage projects
- Ability to use own initiative and work autonomously
- Leadership skills
- Excellent IT skills – ability to use Microsoft office applications including spreadsheets and email
- Developed accurate and speedy typing and key board skills
- Willing to take on / learn new skills
- Ability to show attention to detail and accuracy
- Ability to adapt to change
- Ability to work under pressure
- Ability to store and safeguard confidential documents
- Ability to take minutes to a high standard
- Ability to touch type
- Ability to work with budgets
- Ability to requisition general stock
Additional Requirements
Essential criteria- The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent