Employer Sheffield Teaching Hospitals NHS Foundation Trust
Employer type NHS
Site Jessop Wing
Town Sheffield
Salary £26,530 - £29,114 pa /pro rata for part time staff
Salary period Yearly
Closing 26/01/2025 23:59
Interview date 03/02/2025
Medical Secretary
NHS AfC: Band 4
We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated. While you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes, health and wellbeing packages, and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.
Job overview
This is an exciting opportunity to work within the Obstetrics, Gynaecology and Neonatology (OGN) Team in our Urogynaecology Team. We are looking for an enthusiastic individual to join our team of Medical Secretaries to actively support the provision of an efficient, high quality and comprehensive secretarial and administrative service to a team of consultants to aid their direct clinical care and their wider non-clinical duties.
The successful candidate will have a methodical approach to work, be extremely well organised, and have a flexible attitude incorporating the Trust PROUD values. With a clear understanding of patient confidentiality as well as a background in an administrative setting, this post would ideally suit an individual wanting to further their experience in a secretarial background. Previous experience would be advantageous. Effective computer skills are essential and experience of using a hospital computer system would also be desirable.
Main duties of the job
1. To work closely with the medical secretary team to ensure a seamless level of support to all medical and nursing staff within your area of responsibility in line with existing and changing requirements.
2. To support a team of Obstetrics and Gynaecology Consultants and the department by undertaking a comprehensive secretarial and administrative service.
3. To be the first point of contact for patients, relatives, carers, GPs, consultants (internal and external), medical staff, community and nursing staff, administrative staff, and other health-related bodies such as HFEA, Local CCGs, (in accordance with Trust guidelines), using judgement to establish the validity and priority of the contact.
4. To type patient correspondence and accurately maintain records of patient correspondence.
5. To maintain an effective investigation tracking system to actively ensure that all outstanding tests are followed up. On receipt of abnormal results, ensure that they are communicated to the relevant person and follow up is arranged.
6. To ensure that patients are managed through their care pathways quickly and efficiently by chasing results and ensuring that outpatient appointments are booked in a timely manner.
7. The post holder will ensure workload is managed in a timely and accurate manner, with meticulous attention to detail with escalation of any capacity or target issues.
Working for our organisation
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
The Jessop Wing opened in 2001 and is a purpose-built maternity unit where approximately 5,700 babies are born every year. In addition to a 22-bed labour ward, there are three postnatal wards and one antenatal ward, an admission Triage area, and a High Dependency Unit. One of the postnatal wards specialises in caring for women who have had a caesarean section. In addition, the Jessop Wing Community Midwifery Service attends approximately 200 homebirths per year.
The Jessop Wing also provides neonatal intensive care and special care for sick and premature babies born in Sheffield and those transferred from other units who require this expertise.
On the ground floor of the Jessop Wing is the Antenatal Clinic and Gynaecology Outpatient Clinic. The Gynaecology Service also includes two wards on G Floor of the Royal Hallamshire Hospital. The Jessop Wing also has an Assisted Conception Unit for women who require this specialist treatment.
Detailed job description and main responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person specification
Education and Qualifications
* 5 or more GCSE’s including Maths and English at grade C/4 or above (or equivalent demonstrable experience)
* Medical word processing qualification
* NVQ II Administration
* NVQ II Information Technology
Experience
* Relevant experience of audio typing
* Experience of providing phone-based customer service to the public
* Experience of using administrative systems
* Excellent computer skills including standard Microsoft office packages and e-mail
* Experience of working effectively with colleagues from a range of disciplines and levels of seniority
* Experience of exercising initiative and demonstrating innovative approaches within overall delegated responsibility and parameters
* Determination and resilience in meeting objectives and deadlines.
* Experience of maintaining a fast pace of work
* Experience or demonstrable knowledge of line management
* Experience Electronic Patient Record System (e.g. Lorenzo)
* Typing and circulating minutes
* Knowledge of medical terminology
* Experience of database and spreadsheet management
* Diary management (electronic and paper versions)
Skills and Knowledge
* Excellent communication skills both written and verbal
* Excellent organisational skills with a methodical and flexible approach
* Ability to work as part of a multi-disciplinary team
* Evidence of ability to prioritise own and others workloads
* Excellent attention to detail
* Ability to work under limited supervision
* Flexible to meet the needs of the service
* Clear understanding of patient confidentiality
Personal Qualities
* A willingness to undertake training as required to deliver the duties of the post
* Proactive and self-motivated attitude
* Proof of continuous self-development
Candidates are advised to read the attached guidance on using AI technology. When you complete your application, you are required to declare that the information in your application form is true and complete. The personal statement is exactly that; personal.
When selecting to apply via NHS Jobs, you will be redirected to our preferred recruitment system called Trac. You will be asked to create and submit your application via the Trac recruitment system.
You will not be able to track the progress of your application or receive messages through the NHS Jobs website. Furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. All communications should be sent via your Trac system account.
If you are offered employment at Sheffield Teaching Hospitals your information will be transferred from the Trac recruitment system into the national NHS Electronic Staff Records system. In addition, in submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
Please note, all communication regarding your application will be made via email sent via the Trac recruitment system. Please ensure you check your junk/spam folders as emails are sometimes filtered there.
The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.
Job Share applicants are welcome for all full-time posts unless indicated but cannot be guaranteed. In addition, for Fixed Term Contracts, internal secondments may be considered; please seek the approval of your current line manager before applying for the position.
All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check, and occupational health check if these are deemed to be a requirement for the position to be undertaken.
For more information about our organisation and the opportunities available, please visit our website and follow us on Twitter and Facebook.
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