Medical Secretary/Personal Assistant
Job overview
An opportunity has arisen for a highly motivated and experienced secretary/administrator to join our extremely busy department. We are looking for someone with an approachable, helpful, flexible attitude who enjoys working as part of a team.
You should have good communication, administrative and organisational skills and be able to work to deadlines.
Previous secretarial experience is essential and medical terminology knowledge is also advantageous.
Main duties of the job
The main responsibilities will include triaging and managing referrals to the 2WW ERS Service, as well as EPIC work queues.
Updating the department's information systems as well as Trust and National databases, and typing clinical correspondence.
To provide a comprehensive administrative support service to the Gynae-oncology and Colposcopy team, including co-ordinating meetings, optimising clinic time, ensuring compliance with ICB requirements, booking appointments, producing clinic letters, other documents and dealing with patient and GP queries and concerns in a sympathetic and constructive manner.
Collating and validating various data utilising Trust and National Databases.
Providing PA/medical secretary support to Consultants and CNS team. Minute taking.
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.
As per Home Office guidelines, please be aware that, unfortunately, the Trust is unable to offer sponsorship for this particular position.
Due to Home Office immigration rules, a full time permanent vacancy cannot be filled by individuals on a Student visa. Therefore, please be advised that if you are a Student visa holder, we will not be able to offer you a full time permanent contract unless you have:- applied for a Graduate visa
- or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment
- or the Trust has agreed that they will Sponsor you as a Skilled Worker and you will complete your studies within 3 months of the anticipated start date of employment
This vacancy will close at midnight on 21st January 2025
Interviews are due to be held on 28th January 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 A Level or Level 3 Business Admin/IT qualification or equivalent experience including
- English GCSE pass at Grade 4 or above
- Maths GCSE pass at Grade 4 or above
- Touch typing certificate or equivalent experience
- IT specialist, health informatics qualification or equivalent
- Team Leader/Management qualification
- Medical Terminology Certificate or equivalent
Experience
Essential criteria- Experience of administrative work
- Prioritising, planning and organising own tasks
- Working within guidelines and developing administrative processes
- Customer service and dealing with enquiries in difficult situations
- Data entry and producing reports
- Experience of IT packages – Microsoft Office
- Secretarial and/or administrative including diary management, co-ordinating and arranging meetings, minute taking and developing templates.
- Allocate and monitor work of others
- Audio typing
- Familiarity with Epic computer system
- Previous experience of working in the NHS
Knowledge
Essential criteria- Understanding confidentiality and data protection
- Understanding of customer services
- Office procedures
- Knowledge of Trust information systems
Skills
Essential criteria- Ability to work as part of a team
- Excellent communication skills including telephone, e-mail and face to face
- Ability to organise and manage own timekeeping to schedule and deadlines
- Ability to adapt to change
- Ability to work under pressure
- Ability to store and safeguard confidential documents, both electronic and hard copy
- Ability to show attention to detail and accuracy
- Willing to take on and learn new skills
- Accurate and speedy typing and keyboard skills
- Good organisation skills
- Ability to use own initiative and work autonomously
Additional Requirements
Essential criteria- The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of Together - Safe, Kind, Excellent.