Job summary To provide a comprehensive medical secretarial service to Chestnut unit, Specialist nurses or other clinical staff in an efficient and timely manner. 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 PRIMARY DUTIES & AREAS OF RESPONSIBILITY 1. Prioritise own workload including the typing of clinics, discharge summaries and medical reports. 2. Ensure effective communication with all members of the multi-disciplinary team. 3. Sort and deal with all correspondence, keeping a satisfactory record and filing system 4. Have a sound knowledge of RTT codes and PTL management 5. Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines. 6. Check letters using Solevntum 7. To obtain hospital casenotes from both within the Trust and external agencies when required by the Consultant and/or team. 8. To ensure that the casenotes are traced accurately using PiMS at all times and retuned to Health Records in a timely manner. To raise hospital casenotes as necessary, ensuring that accurate and full details are entered onto PiMS in line with the Trust's APN for health records 9. Required to cover for other colleagues during annual leave/sickness or peak workloads. 10. Arrange patient admissions as directed by the Consultant/team, taking into account clinical priority ensuring that any relevant investigations or pre-assessment appointments are booked. About us We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. 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. Date posted 27 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Per Annum Contract Permanent Working pattern Full-time Reference number 216-SF-S6909707 Job locations Chestnut Unit Derriford Hospital Plymouth PL6 8DH Job description Job responsibilities Ensure that appropriate clinic follow up is actioned as appropriate, i.e. out patient appointments, investigations, add patients to waiting list, re-admissions and referrals to other Consultants/departments. Cover reception when required Ensure timely despatch of clinical letters to GPs. Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner. Inform GPs of patient results via letter dictated by Consultant. Ensure that all results, reports and letters are accurately filed in medical notes. General Admin, including adding referrals to IPM Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence. Exposure to distressing/emotional circumstances i.e. typing letters of a distressing nature, dealing with distressed, anxious and angry patients and relatives in person or by telephone. Requirement to exert physical effort when dealing with quantities of notes and x-rays and when retrieving notes from outpatients after Consultant clinics each week and filing them in the office to await typing. Requirement to work at a VDU screen for at least 75% of the working day. Job description Job responsibilities Ensure that appropriate clinic follow up is actioned as appropriate, i.e. out patient appointments, investigations, add patients to waiting list, re-admissions and referrals to other Consultants/departments. Cover reception when required Ensure timely despatch of clinical letters to GPs. Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner. Inform GPs of patient results via letter dictated by Consultant. Ensure that all results, reports and letters are accurately filed in medical notes. General Admin, including adding referrals to IPM Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence. Exposure to distressing/emotional circumstances i.e. typing letters of a distressing nature, dealing with distressed, anxious and angry patients and relatives in person or by telephone. Requirement to exert physical effort when dealing with quantities of notes and x-rays and when retrieving notes from outpatients after Consultant clinics each week and filing them in the office to await typing. Requirement to work at a VDU screen for at least 75% of the working day. Person Specification KNOWLEDGE & EXPERIENCE Essential Previous demonstrable experience as a secretary. Demonstrate ability to use all main software packages (including word and excel) Desirable PTL Management Proven RTT Knowledge Proven Knowledge of the cancer pathway Demonstrate use of hospital software iPMS. QUALIFICATIONS Essential NVQ level 3 in either business administration or related subject or equivalent demonstrable experience Audio typing. good communication skills OCR level II or equivalent audio typing experience. Desirable OCR level 3 APTITUDE & ABILITIES Essential Excellent organisational skills. Ability to communicate at all levels. Excellent telephone manner. Person Specification KNOWLEDGE & EXPERIENCE Essential Previous demonstrable experience as a secretary. Demonstrate ability to use all main software packages (including word and excel) Desirable PTL Management Proven RTT Knowledge Proven Knowledge of the cancer pathway Demonstrate use of hospital software iPMS. QUALIFICATIONS Essential NVQ level 3 in either business administration or related subject or equivalent demonstrable experience Audio typing. good communication skills OCR level II or equivalent audio typing experience. Desirable OCR level 3 APTITUDE & ABILITIES Essential Excellent organisational skills. Ability to communicate at all levels. Excellent telephone manner. Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name University Hospitals Plymouth NHS Trust Address Chestnut Unit Derriford Hospital Plymouth PL6 8DH Employer's website https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)