Medical Secretary/Higher Medical Secretary

1. 5 Hours per week

This role is to work on site, within the core hours of 08.00 – 17.00 (7.5 hours per day).

Department - Spinal Injuries, Neurosciences

Post holders will be appointed at band 3 or band 4 depending upon previous experience as laid out in the Trust's development framework for medical secretaries. The framework provides a clear progression to allow post holders to progress from band 3 to band 4 within the post subject to a formal evaluation in role (this would take 18 months to progress from Band 3 to Band 4).

We are looking for an experienced secretary to join the clinical administration and clerical teams at The James Cook University Hospital. The post is available within the specialty of Spinal Injuries. This offers excellent opportunities for enthusiastic and conscientious people to provide a comprehensive medical secretarial service to consultants, junior medical and specialist nursing staff in an efficient and timely manner, assisting in the organisation of their workload and contributing to the overall success of the service.

Main duties of the job

You will have previous medical secretarial and administrative experience, preferably in a health care setting. It is essential that you have strong IT skills, a good level of general education, an extensive knowledge of Office and Outlook (including Word, Excel, PowerPoint, email and internet) along with advanced typing/word processing qualifications/skills.

You will have excellent communication, interpersonal and organisational skills. It’s important that you are flexible, able to act on your own initiative and work both independently and as part of a team. You must be able to work under pressure to tight deadlines and prioritise workloads as well as being positive and enthusiastic.

This vacancy will close when we receive sufficient completed applications.

You will be expected to attend the New and Aspiring leaders programme, and the Foundation Quality Improvement Programme that the Trust delivers. After you complete this one and a half day of training you will be able to explore further leadership and improvement training opportunities, we offer further in-house courses and bitesize programmes and leadership apprenticeships at level 3, 5 and 7.

Working for our organisation

South Tees Hospitals is the largest hospital trust in the Tees Valley with two acute hospitals and services in a number of community hospitals.

The James Cook University Hospital has a modern, central operating suite containing 20 well-equipped theatres and a 16-bedded intensive care unit. There is also an Institute of Learning, Research and Innovation on site, embracing postgraduate medical education, undergraduate teaching centre, nurse training school, the school of radiography and library facilities.

The Friarage Hospital in Northallerton is an essential part of our organisation and an important point of delivery for the community. It is one of the smallest district general hospitals in the country and has 189 inpatient beds.

Detailed job description and main responsibilities

Please see the full job description and person specification document(s) for main responsibilities of the role.

Person specification

Knowledge and Skills (B4)

• • Substantial working knowledge of secretarial/clerical processes
• • Substantial working knowledge of functionality of Patient Administration Systems
• • Understanding of a range of work procedures associated with outpatient clinic arrangements, secretarial office procedures and case note procedures
• • Knowledge of General Data Protection Regulations and patient confidentiality

Knowledge and Skills (B3)

• • Understanding of secretarial/clerical processes
• • Awareness of General Data Protection Regulations and patient confidentiality

• • Experience in a clinical setting
• • Knowledge of medical terminology
• • Working knowledge of the functionality of Patient Administration Systems
• • Understanding of a range of work procedures associated with outpatient clinic arrangements, secretarial office procedures and case note procedures

Knowledge and Skills (B3/B4)

• • Excellent communication and interpersonal skills
• • Excellent planning, prioritisation and organisational skills
• • Efficient and accurate word processing skills
• • Efficient and accurate proof reading skills

• • Trust experience; knowledge of STHFT policies and procedures

Qualifications (B3)

• • GCSE in Maths and English or Functional Skills (level 2) or equivalent level of demonstrable experience (using the ‘knowledge and skills’ criteria above)
• • NVQ3 level Secretarial or Business Administrative qualification, or equivalent level of demonstrable experience (using the ‘knowledge and skills’ criteria above)

• • Medical Terminology qualification
• • Audio-typing qualification
• • Customer Care qualification level 2

Qualifications (B4)

• • GCSE in Maths and English or Functional Skills (level 2) or equivalent level of demonstrable experience
• • NVQ3 level Secretarial or Business Administrative qualification or equivalent level of demonstrable experience
• • Medical Terminology Qualification Level 2 or equivalent level or short courses or equivalent demonstrable working experience in accordance with the Trust’s Medical Secretarial Development Framework
• Customer care qualification, Level 2 or short courses or equivalent demonstrable working experience in accordance with the Trust’s Medical Secretarial Development Framework

• • Audio-typing qualification

Experience (B4)

• • Substantial secretarial and administrative experience
• • Extensive use of Office and Outlook, including word, excel and powerpoint, e-mail and internet

• • Healthcare / STHFT, or any NHS Trust secretarial experience

Experience (B3)

• • Secretarial and administrative experience
• • Working knowledge of Office and Outlook, including word, excel and powerpoint, e-mail and internet