[ref. j14444216] Sheffield - Support Medical Secretary
Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.
Job overview
To support the Medical Secretaries in providing a high standard of secretarial and clerical support for the medical staff and their team. To provide cover for medical secretaries in their absence ensuring a 5 day service with cover until 5pm on a rota basis and actively contribute to the smooth running of the department.
Main duties of the job
Using MS applications, provide an accurate, high quality and complete secretarial service including word processing, filing, audio typing, photocopying, uploading/downloading of voice files and the composition of letters.
To monitor patient pathways in line with the Trust’s 18 week pathway guidance.
To support clinical work for designated clinicians, such as typing of confidential letters and reports.
To ensure filing, photocopying and other administrative tasks are dealt with appropriately.
To prioritise incoming correspondence and draw attention to urgent items.
Filtering telephone calls and redirecting them as necessary, and where necessary taking messages and carrying out follow up action.
Provide cross cover for colleagues.
To maintain patient confidentiality.
To ensure skills are updated regularly through appraisal/Personal Development Review and further training in all appropriate areas including IT.
To be aware of and comply with Trust policies and procedures, guidelines and code of conduct as they apply to the duties of this post.
Working for our organisation
This vacancy is advertised on a fixed term contract basis for the maximum period of 9 months . Where there is potential, the secondment/fixed term contract may finish early, or in the first instance, the secondment/fixed term contract may be extended due to the internal/external secondment of the substantive post holder.The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and secondments in relation to the substantive post holder.
Please also note any secondment must first be agreed with your current line manager.
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
Detailed job description and main responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person specification
Qualifications
Essential criteria- 3 GCSE (or equivalent) including English at grade C/4 or above or equivalent experience.
- NVQ/RSA or OCR at level 3, or, relevant secretarial, admin and clerical experience that would equate to level 3.
- ECDL or equivalent.
Experience
Essential criteria- Experience in a clerical or secretarial role.
- Experience of dealing with people who may be distressed or unable to communicate effectively.
- Experience of working with computers on a day to day basis.
- NHS experience
- Secretarial experience of typing clinic letters and clinical administrative letters
- Medical Terminology
- Supervisory experience
Special Skills/Aptitudes
Essential criteria- Excellent organisational skills
- Ability to work using initiative and without supervision
- Ability to work with discretion and a passion for maintaining patient confidentiality.
- Methodical and accurate with attention to detail.
- Ability to work to agreed quality standards
- Ability to meet deadlines and work within time constraints
- Ability to manage own workload
- Excellent inter-personal and communication skills
- Ability to build and maintain lasting working relationships with colleagues
- Adaptable approach to work
- Commitment to personal training and development
- Interest in developing role and looking for opportunities to improve working practices
- Ability to work with discretion and a passion for maintaining patient confidentiality.
- Ability to demonstration a commitment to the Trusts PROUD values.
- Ability to work as part of a team and independently.
- Knowledge of Trust Policies
Further Training
Essential criteria- Knowledge of Microsoft packages including Outlook
- Experience of Lorenzo / Digital Dictation / PinPoint / ICE
- Knowledge of 18-week RTT
- Willingness to undertake training and appraisals as required by specific post
Other Factors
Desirable criteria- Knowledge of Trust Access Policy
Candidates are advised to read the attached guidance on using AI technology. When you complete your application, you are required to declare that the information in your application form is true and complete. The personal statement is exactly that; personal.
When selecting to apply via NHS Jobs, you will be redirected to our preferred recruitment system called Trac. You will be asked to create and submit your application via the Trac recruitment system.
You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. All communications should be sent via your Trac system account.
If you are offered employment at Sheffield Teaching Hospitals your information will be transferred from the Trac recruitment system into the national NHS Electronic Staff Records system. In addition, 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.
Please note, all communication regarding your application will be made via email sent via the Trac recruitment system, please ensure you check your junk/spam folders as emails are sometimes filtered there.
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. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.
Job Share applicants are welcome for all full time posts unless indicated but cannot be guaranteed. In addition for Fixed Term Contracts, internal secondments may be considered, please seek the approval of your current line manager before applying for the position.
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.
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