Part Time Team Assistant Medical Secretary (30 hours)
We are looking to recruit a highly motivated and skilled Team Secretary to join our General Surgery Admin Team, providing secretarial assistance across all Services including Colorectal, Upper GI, Urology, Oncology, and Stoma. The role will mainly support the Medical Secretaries in their day-to-day care of patients under specific named consultants within General Surgery.
The Surgical Business Unit is a very busy service, delivered by a close-knit multi-disciplinary team, made up of a wider team of medical professionals and administrative support. The ability to work as part of a team is therefore a key aspect of the role. Ideal candidates will have previous relevant NHS experience in a secretarial or admin role. They will be able to demonstrate at interview a good understanding of how to manage the challenges that this role can bring, demonstrating excellent communication and interpersonal skills. It is essential that you have at least one year's typing experience and possess RSA/OCR level II or be able to provide proof of working towards this. You should have a good working knowledge of Microsoft Software packages including Word and Excel. Knowledge of medical terminology is desirable. It is essential that the post holder is well-organised, has the ability to work calmly and effectively under pressure whilst being caring and compassionate.
Main duties of the job
The post holder will be expected to manage and prioritise their own work on a daily basis and to use their initiative and discretion to manage the competing priorities. They will, however, work under the supervision of the Admin Manager, as well as working closely with General Surgery Admin Team members who will provide advice and support. The successful candidate will frequently be expected to interact with a wide number of staff from across different services, as well as members of the Trust Cancer Tracking Team and Theatre Team.
As this role is a Team Secretary, it will be expected that the post holder will spend various amounts of time across all teams within General Surgery learning the various processes and procedures within each speciality.
Job responsibilities
Provide a high-quality clinical typing service as delegated by the Admin Manager or Senior Medical Secretary, including clinic instructions/outcomes, update routine information in procedural documents, etc.
Action tasks arising from typing; including updating systems, outcome codes, internal referral, ITP & image transfer.
Provide information to assist performance reporting and resolution of queries or complaints (e.g. PALS/InPhase) as required.
Support Multi-Disciplinary Team Meetings when necessary, as delegated by the Admin Manager. This may involve populating proformas, attending meetings, minutes, and following up on actions from clinic.
Contribute to ensuring the effective and efficient delivery of the clinical administration function, as delegated by the Admin Manager or Senior Medical Secretary.
Responsible for collecting notes from each department and returning to Library.
Assist with handling telephone enquiries.
Spend time in all departments to learn processes and procedures and to provide cover to the consultant team in the absence of colleagues to support the service as dictated by the Admin Manager.
Person Specification
* At least one year's experience of working as a secretary
* At least one year's experience of typing letters
* RSA II/OCR II or equivalent
* Knowledge of Microsoft Office packages including Word and Excel
Desirable
* Experience of working in an NHS or healthcare setting
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.
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