Medical Secretary/Higher Medical Secretary

Job overview

This post is for internal candidates to South Tees Trust. If you are not currently working within the trust your application will not be reviewed and automatically rejected at shortlisting stage. Please be aware of this when submitting your application.

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

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 formal evaluation in role (this would take 18 months to progress from band 3 to 4.

We are looking for an experienced secretary to join the clinical administration and clerical teams at The Friarage Hospital. The post is available within the Paediatric Department. 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 NHS Foundation Trust offers leadership and improvement training to all new staff. This training programme has been designed to support our staff in developing their understanding of leadership and management skills. You will be expected to attend the following training sessions:

• Your Leadership Impact
• Service Improvement for Beginners

After you complete these one and a half days of training, you will be able to explore further leadership and improvement training opportunities. We also offer a range of additional in-house courses and bitesize programmes through our Leadership and Improvement Team

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

Experience Band 3

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

Experience Band 4

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

Knowledge & Skills

• Efficient and accurate word processing skills (B3/4)
• Excellent planning, prioritisation and organisational skills (B3/4)
• Substantial working knowledge of secretarial/clerical processes (B4)
• Understanding of secretarial/clerical processes (B3)
• Substantial Working Knowledge of Functionality of Patient Administration System (B4)
• Understanding of a range of work procedures associated with outpatient clinic arrangements, secretarial office procedures and case note procedures (B4)
• Knowledge of General Data Protection Regulations and patient confidentiality (B4)

• Awareness of General Data Protection Regulations and patient confidentiality (B3)
• Knowledge of medical terminology (B3)
• Understanding of a range of work procedures associated with outpatient clinic arrangements, secretarial office procedures and case note procedures (B3)
• Working knowledge of the functionality of Patient Administration Systems (B3)
• Trust experience; knowledge of STHFT policies and procedures (B3/4)

Qualifications Band 3

• 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 or equivalent level of working experience with medical terminology
• Audio-typing qualification or equivalent level of working experience with medical terminology
• Customer Care qualification level 2

Qualifications Band 4

• 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