An experienced, hard-working, team-oriented secretary is sought to join the Paediatric team. Experience of using Camis and SystmOne would be beneficial, but training can be given.
The successful applicant will be part of a team responsible for providing secretarial support in Paediatrics, including audio typing of correspondence, organising appointments, diary management, and related administrative duties.
The post is for 32 hours per week based at Pinderfields General Hospital, working over four or five days per week, Monday - Friday.
The nature of the work can be extremely sensitive, and candidates should have a full understanding of confidentiality and of dealing with vulnerable patients.
Main duties of the job
1. Act as a focal point for the clinical team. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with GPs, other hospitals, patients, internal medical/non-medical staff, and medical/non-medical external staff by a variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis.
2. Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants, and external bodies, referring enquiries to the consultants/clinical team where necessary. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints.
3. Undertake typing of medical correspondence using copy, audio tapes, and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports, and other administrative work.
About us
We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients' homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.
We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.
If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.
Job responsibilities
1. To ensure post addressed to the consultant/clinical team is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail.
2. Assist clinicians with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures.
3. To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators.
4. To request, cancel and re-arrange appointments when necessary.
5. Prioritise and ensure clinical investigations are acted upon appropriately and timely, within standard operating procedures and meeting KPIs.
6. Accurate recording of all paper/computerised patient records, updating and amending information timely and within standard operating procedures.
7. Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases.
8. Responsible for the receipt of referral letters with timely input onto the computerised IT Systems and ensuring that all patients' demographic information is recorded accurately in order to arrange outpatient appointments for clinics in accordance with service specific requirements.
9. To be responsible for ensuring copies of correspondence are stored in the patients' records in accordance with standard operating procedures.
10. To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required. This could include support to Consultants in their special interests role(s), e.g. Clinical Tutor, Child Protection, etc.
11. To be responsible for the confidential management of patient records and ensure that all documentation is returned to the appropriate department timely within standard operating procedures.
12. To be responsible for the preparation of patient records for admission, transfer, and discharge in a timely manner as and when required.
13. The post holder will give relevant assistance and training as and when required to support all colleagues.
14. To carry out general administration duties and provide clerical assistance, as required.
15. Ensure that all Hospital records are tracked and booked using the Trust's File Tracker computer system, or other relevant IT system.
Person Specification
Experience
* Proven ability of working on own initiative
* Ability to organise self, working to deadlines and ensuring quality standards
* Experience and knowledge of Multi-disciplinary team working
* Secretarial experience
* Experience of working with filing systems
* Experience of good customer or patient care
* Work with computer software programmes such as Microsoft Office, e-mail and internet
* Experience of scheduling/co-ordination activities and/or resources
* Medical secretarial experience
* Previous NHS administrative role
* Experience of working with patients requiring health care
* Experience with NHS software systems such as File Tracker and PAS System 1
* Experience of working with confidential material
Knowledge and Awareness
* Sensitive to confidential environment
* Understanding and knowledge of work policies and procedures (Caldicott/Data Protection Act)
* Awareness of own limitations.
* Knowledge of Trust Policies
* Understanding of NHS Confidentiality issues
* Awareness of Health & Safety issues
* Awareness of Moving & Handling issues.
Qualifications
* RSA Level 3 typing/word processing or equivalent
* Sound educational background (4 GCSEs, grade C or above)
* ECDL computer course
* Medical Secretary Diploma
* Shorthand Qualification Medical Terminology
Personal Attributes
* Confidence and ability to establish effective working relationships
* Calm under pressure
* Flexible approach to working arrangements
* Analytical skills
* Strong attention to detail and accuracy
* Self motivated
* Planning ability
* Organisational skills
* Judgement
* Decision making ability, working within Trust policies and standard operating procedures, and escalating to Line Manager as appropriate
* Appropriate physical skills in accordance to the role requirements e.g. Speed, accuracy, dexterity
* Professional appearance
* Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development)
Skills and Abilities
* Ability to:
* Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required
* Demonstrate knowledge of dealing with public/conflict
* Demonstrate a caring manner with an understanding disposition
* Ability to organise self, working to deadlines and ensuring quality standards
* Ability to engage and motivate others
* High standard of accuracy
* High level of initiative
* Flexibility and able to adapt to change
* Able to work as part of a team
* Ability to deal with irate and worried people accessing the service
* Time management skills or experience of working with a busy/demanding environment
* Knowledge of Trust/Patient Access Policy/Medical Records Policies
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