Support Secretary

Job overview

We are seeking an enthusiastic Support Secretary to provide comprehensive support to the Medical Secretaries based within the Oncology Department at Derriford Hospital.

The successful candidate will display excellent communication skills , be able to work well within a team and have the ability to work well within a busy environment. They must be able to prioritise their work efficiently in order to maintain an effective service to the team.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

To assist in the provision of administrative support to the Oncology Department. Including Booking of appointments, filing, audio typing and other administrative/secretarial functions.

Working for our organisation

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

• To provide audio / copy typing support to the medical secretaries as required

1. To cover for medical secretaries and other staff during periods of annual leave and / or sickness.
2. Support administration of waiting lists in conjunction with Trust Waiting List Policy. This will include printing and sending appointment invitation letters as instructed by the medical secretaries
3. Sort and file confidential patient reports, results, charts and correspondence in hospital casenotes, in accordance with designated procedures.
4. To answer the telephone and deal with enquiries from a number of sources e.g. patients, GPs, other medical staff or route the call appropriately.
5. Locate, trace and dispatch casenotes and x-rays to other wards and departments using the iPM system.
6. 7. Support the prepping of haematology clinics in line with Trust Administrative Procedure Note

For further details please see attached JD&PS.

Person specification

Knowledge & Experience

• Good written and verbal communication skills
• Demonstrable experience in a similar role

• Previous demonstrable experience in a large clinical setting

Qualifications

• GCSE’s 9-4 (A-C) in Maths & English or equivalent demonstrable experience

Aptitude & Abilities

• Good communication and interpersonal skills
• Understanding of appointment systems

• Ability to work across multiple teams

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details

University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.