Job summary We are very proud of our department: the Diabetes and Endocrinology department is the largest in the East of England, and one of the largest in the UK. Our department directorate supports a full range of specialist and general clinical services. The main Endocrinology & Diabetes dept is based on level 3 in the East Outpatients block. We also have a team working in Rouen Road, Norwich. We work closely with the Clinical Investigation Unit, Medical Outpatients and Eye Screening. The post holder will be expected to contribute to the provision of the highest standards of patient care. We have two posts available: one 15 hour position (Mon/Tues) and an 18.5 hour position (Mon, Tues, Fri) Main duties of the job As a medical secretary, you will play a vital role in our dynamic team of Specialist Diabetic Nurses, assisting a diverse range of patients. You'll serve as a key liaison among clinicians, patients, families, hospital staff, General Practitioners, and external agencies, ensuring effective communication and collaboration. What We're Looking For: Strong secretarial skills. Familiarity with medical terminology is a plus. Experience in a clinical setting, such as a hospital or clinic, is ideal. Proficiency in IT and data processing. Excellent administrative support abilities. Key Responsibilities: Handle patient inquiries via phone and email. Collaborate with waiting list coordinators and other secretaries to ensure efficient clinic scheduling. Manage diaries and assist in office organisation, maintaining service continuity during absences. Organise and take minutes at meetings.Uphold confidentiality while handling sensitive patient information. Maintain a professional telephone manner and strong interpersonal skills. Working Conditions: This role is Monday to Friday at NNUH, with the option for one work-from-home day post-probation, contingent on meeting expectations. If you're eager for a rewarding challenge in a supportive environment, we invite you to apply today Let us know how your skills and values align with our mission to make a positive impact on patients' lives. About us Join us at the Norfolk and Norwich University Hospital and be part of a workforce of over 10,000 staff The NNUH is one of the largest NHS trusts in the UK, providing first-class acute care for around one million people, living in Norfolk and surrounding areas. We are a teaching and research hospital, at the forefront of innovation, home to state-of-the-art facilities, such as the Quadram Institute. We are pleased to work closely with the University of East Anglia, providing teaching opportunities for our staff and placement opportunities for their students. We attract some of the best and leading professionals from across the country and are proud that our workforce represents 94 countries from across the world. We are a friendly, collaborative hospital, working with local services and home to N&N Hospitals Charity We can offer you the full range of NHS benefits/discounts and in addition: Flexible working hours Fast Track Staff Physiotherapy Service Multi Faith prayer room Discounted gym memberships Excellent pension scheme and annual leave entitlement Wagestream - access up to 40% of your pay as you earn it Free Park & Ride service direct to NNUH site Free 24-hours confidential counselling support On-site Nursery On-site cafes offering staff discounts Support in career development Flexible staff bank Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics Date posted 29 October 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum, pro rata Contract Permanent Working pattern Part-time, Job share, Flexible working Reference number 234-24-M1710 Job locations Norfolk and Norwich University Hospital Norwich NR4 7UY Job description Job responsibilities Deal efficiently and effectively with direct and indirect (i.e. telephone, face to face) enquiries from patients, all levels of medical and nursing staff, GPs, Social Services and other health professionals and staff. Respond to enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible. Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns needing reassurance and who may present difficulties in communication e.g. terminally ill patients, deaf patients, mentally ill patients and elderly confused patients. Attend to all communications, for example, emails, faxes, investigation results on a daily basis and prioritising and actioning as required. Accurately transcribe all correspondence by touch typing from audio / digital dictation or shorthand using knowledge of medical terminology. Generate routine and non-routine correspondence independently. Assist patients and their Carers by arranging translation/interpretation facilities. Demonstrate and maintain knowledge and understanding of Trust RTT policy. Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases. Complete the Tertiary referral proforma/template for internal/external referrals as per Trust policy Promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient and waiting lists as required in local work area, escalating to senior staff as required. Adding patients to waiting lists as requested taking into account the urgency of the case and the patients preference. Arrange urgent admissions direct from clinic and ambulatory care areas, contacting the patient and liaising with ward/theatre/clinics as required. Please refer to the Job Description for the full specification of responsibilities and requirements for this post. Please note that this advertised position, which is part of occupation code 4211 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role. Job description Job responsibilities Deal efficiently and effectively with direct and indirect (i.e. telephone, face to face) enquiries from patients, all levels of medical and nursing staff, GPs, Social Services and other health professionals and staff. Respond to enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible. Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns needing reassurance and who may present difficulties in communication e.g. terminally ill patients, deaf patients, mentally ill patients and elderly confused patients. Attend to all communications, for example, emails, faxes, investigation results on a daily basis and prioritising and actioning as required. Accurately transcribe all correspondence by touch typing from audio / digital dictation or shorthand using knowledge of medical terminology. Generate routine and non-routine correspondence independently. Assist patients and their Carers by arranging translation/interpretation facilities. Demonstrate and maintain knowledge and understanding of Trust RTT policy. Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases. Complete the Tertiary referral proforma/template for internal/external referrals as per Trust policy Promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient and waiting lists as required in local work area, escalating to senior staff as required. Adding patients to waiting lists as requested taking into account the urgency of the case and the patients preference. Arrange urgent admissions direct from clinic and ambulatory care areas, contacting the patient and liaising with ward/theatre/clinics as required. Please refer to the Job Description for the full specification of responsibilities and requirements for this post. Please note that this advertised position, which is part of occupation code 4211 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role. Person Specification Qualifications Essential RSA III or equivalent experience Good general standard of literacy and numeracy Desirable Knowledge of medical terminology/AMSPAR qualification Experience Essential Previous digital / audio typing experience Skills Essential Ability to work to tight deadlines and maintain concentration in a pressurised working environment Attitude, aptitude Essential Flexible approach to constantly changing work priorities Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence Demonstrates understanding and commitment to Equality, Diversity and Inclusion Person Specification Qualifications Essential RSA III or equivalent experience Good general standard of literacy and numeracy Desirable Knowledge of medical terminology/AMSPAR qualification Experience Essential Previous digital / audio typing experience Skills Essential Ability to work to tight deadlines and maintain concentration in a pressurised working environment Attitude, aptitude Essential Flexible approach to constantly changing work priorities Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence Demonstrates understanding and commitment to Equality, Diversity and Inclusion 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 Norfolk and Norwich University Hospital Address Norfolk and Norwich University Hospital Norwich NR4 7UY Employer's website https://teamnnuh.co.uk/ (Opens in a new tab)