Medical Secretary - Burns Trauma and Rehab Service
Manchester University NHS Foundation Trust
This is an exciting opportunity for an enthusiastic and conscientious Secretary to provide secretarial services to the Manchester Burns Trauma and Rehabilitation Service at Wythenshawe Hospital.
You will need excellent IT and communication skills and experience of working in a busy office environment within the NHS.
The work is varied and fast-paced so the ability to work on your own initiative is important, alongside proven secretarial/administration skills and a sound working knowledge of IT systems, particularly HIVE, within the NHS.
It is vital that you have good interpersonal skills as you will play an essential role in helping to maintain good working practice and providing support to our multi-disciplinary Team.
The post will be based at Wythenshawe Hospital and is 37.5 hours per week; dependent on the needs of the service this may include weekend and/or evening hours.
Main duties of the job
1. Sorting and distribution of incoming mail - electronic and paper
2. Ensuring urgent matters are addressed in a timely fashion reporting any problems or issues to senior staff and seeking clarification where necessary
3. Tidying and checking of letters and other material arising from visits and clinics
4. Booking of clinic appointments on HIVE and relaying appointment details to patients in a timely and professional manner
5. Updating team on urgent referrals and making of appointments for the Outreach Team to visit the patient in their homes
6. Arranging meetings and diary management for the Outreach Team and other relevant clinicians where necessary
7. Composition of routine and standard letters
8. Routine clerical duties
9. Liaising with MDT to assure appropriate outcomes
10. Demonstrating procedures to new staff and to work with colleagues and managers to ensure adequate cover in the office to ensure safe practice
11. Dealing with telephone enquiries in a caring, professional manner, promptly and communicating accordingly thereafter
12. Monitoring and maintaining registers and IBID database
13. Transcription and typing of other relevant documents
14. Undertaking other tasks relevant to the role as requested and when required by the Trauma and Rehab team
15. Assisting with the induction and training of new staff to the department complying with the Data Protection Act and Caldicott guidelines in relation to confidential data
16. Actively participating in department audits by data gathering or sorting as and when required.
About us
MFT is one of the largest NHS Trusts in England with a turnover of £2.6bn. We're creating an exceptional integrated health & social care system for the 1 million patients who rely on our services every year.
Bringing together 10 hospitals & community services from across Manchester, Trafford & beyond, we champion collaborative working & transformation, encouraging our 28,000 workforce to pursue their most ambitious goals.
We've also created a digitally enabled organisation to improve clinical quality, patient & staff experience, operational effectiveness & driving research, and innovation through the introduction of Hive; our Electronic Patient Record system which launched in September 2022.
At MFT, we create and foster a culture of inclusion and belonging, provide equal opportunities for career development that are fair, open, and transparent, protecting your health and wellbeing and shaping the future of our organisation together.
Person Specification
Essential and Desirable
* General education to GCSE standard
* Proven experience of working to deadlines
* Good verbal and written communication skills
* Ability to prioritise competing tasks effectively
* Previous substantial secretarial experience
* Good organisation skills
* Self-motivated with the ability to manage own workload
* Good interpersonal skills
* Working knowledge of HIVE and other Trust IT systems
* Understanding of and commitment to demonstrating Trust values
* Tact and diplomacy in day to day working environment
* Willingness to undertake training
* Willingness to work flexibly
* Must work well as part of a team
* Ability to proactively anticipate the needs of the service
* Remain calm and professional under pressure
* Ability to work at weekends when/if required
* ECDL, AMSPAR and/or typing qualification
* Previous NHS experience
* Experience working with an MDT
* Knowledge of medical terminology
* Understanding of IT
* Knowledge of spreadsheets and databases
* Knowledge of Trust policies and procedures
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.
Employer name
Manchester University NHS Foundation Trust
£24,071 to £25,674 a year, pro rata
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