Job summary To provide administrative and secretarial support to the Women's Health Clinical Service Line at Bedfordshire Hospitals NHS Foundation Trust. The post holder will assist in a range of medical secretarial duties. Main duties of the job Provision of a secretarial service, including filing, transcription of dictation, photocopying, process incoming mail etc. Be aware of patient's situations/pathways in relation to GP requests, Consultant's treatment programmes, hospital admission, treatment, test and results and ensure these comply with current Trust policies and government referral to treat waiting times Respond proactively and promptly to enquiries received from patients, medical staff, multi-disciplinary teams and other internal and external contacts escalating to the Medical Secretary where appropriate Bring to the attention of the appropriate medical staff all investigation results and to take action as necessary Work closely with Consultant, full clinical team members, Medical Secretary and administration team to ensure the delivery of co-ordinated and consistent patient care. Work closely with other clinical, non-clinical, internal, and external staff to ensure efficient team working in support of the Clinical Service Line. Ensure an efficient secretarial service is maintained in the absence of colleagues, providing cover as necessary for multiple clinicians. Responsible for maintaining current patient records within Trust guidelines and policies Ensure correct formatting of letters using the Trust's web forms as well as other IT programmes About us Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology. Our Values We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences. Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job. Date posted 17 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum Contract Permanent Working pattern Full-time, Part-time Reference number 418-COR3507-CW Job locations Bedford Hospital South Wing Kempston Road Bedford MK42 9DJ Job description Job responsibilities 1. Provision of a secretarial service, including filing, transcription of dictation, photocopying, process incoming mail etc. 2. Be aware of patients situations/pathways in relation to GP requests, Consultants treatment programmes, hospital admission, treatment, test and results and ensure these comply with current Trust policies and government referral to treat waiting times 3. Respond proactively and promptly to enquiries received from patients, medical staff, multidisciplinary teams and other internal and external contacts escalating to the Medical Secretary where appropriate 4. With Support from the Medical Secretary communicate effectively with patients and colleagues to resolve issues to the benefit of both the patient and the organisation 5. Bring to the attention of the appropriate medical staff all investigation results and to take action as necessary 6. Respond in a professional and sensitive manner when dealing with confidential issues 7. Deal empathetically and sensitively with patients emotions, anxieties and frustrations both face to face and over the telephone 8. Provide secretarial/administrative support to the full clinical team. 9. Work closely with Consultant, full clinical team members, Medical Secretary and administration team to ensure the delivery of co-ordinated and consistent patient care. Work closely with other clinical, non-clinical, internal, and external staff to ensure efficient team working in support of the Clinical Service Line. 10. Ensure an efficient secretarial service is maintained in the absence of colleagues, providing cover as necessary for multiple clinicians. 11. Participate in team, professional and personal development activities and promote commitment to continuous development and improvement 12. Assist in training new colleagues/trainees/temporary staff, including introduction into working practices and procedures within the Clinical Service Line as appropriate 13. Under the direction of the Medical Secretary or Medical Secretariat Manager assist in the implementation of procedural changes to working systems/processes 14. Constantly review working practices, propose changes to increase efficiency of service and assist in implementing improvements both in own area and other related areas 15. Contribute to Departmental/Clinical Service Line objectives and find ways to assist meeting them 16. Responsible for maintaining current patient records within Trust guidelines and policies including use of the RTT monitor 17. Offer a broad knowledge and experience of using a variety of IT applications in a Windows based environment 18. Ensure correct formatting of letters using the Trusts web forms as well as other IT programmes 19. Undertake any tasks relevant to the work of an assistant/relief medical secretary which may develop as a special requirement of the Clinical Service Line 20. Highlight problems and advise Medical Secretary or manager of any difficult or sensitive issues 21. Maintain patient confidentiality in line with Trust policies and procedures 22. Use appropriate language, speech and vocabulary and take steps to modify if communication barriers are identified 23. Contribute to the health, safety, and security of the working environment by being familiar with and complying to Trust policies and procedures 24. Arrange where necessary translators for non-English speaking patients and/or sign interpreters for those with hearing impairments 25. Be responsible for efficient use of resources e.g., ensuring adequate stock levels of stationery items are maintained Job description Job responsibilities 1. Provision of a secretarial service, including filing, transcription of dictation, photocopying, process incoming mail etc. 2. Be aware of patients situations/pathways in relation to GP requests, Consultants treatment programmes, hospital admission, treatment, test and results and ensure these comply with current Trust policies and government referral to treat waiting times 3. Respond proactively and promptly to enquiries received from patients, medical staff, multidisciplinary teams and other internal and external contacts escalating to the Medical Secretary where appropriate 4. With Support from the Medical Secretary communicate effectively with patients and colleagues to resolve issues to the benefit of both the patient and the organisation 5. Bring to the attention of the appropriate medical staff all investigation results and to take action as necessary 6. Respond in a professional and sensitive manner when dealing with confidential issues 7. Deal empathetically and sensitively with patients emotions, anxieties and frustrations both face to face and over the telephone 8. Provide secretarial/administrative support to the full clinical team. 9. Work closely with Consultant, full clinical team members, Medical Secretary and administration team to ensure the delivery of co-ordinated and consistent patient care. Work closely with other clinical, non-clinical, internal, and external staff to ensure efficient team working in support of the Clinical Service Line. 10. Ensure an efficient secretarial service is maintained in the absence of colleagues, providing cover as necessary for multiple clinicians. 11. Participate in team, professional and personal development activities and promote commitment to continuous development and improvement 12. Assist in training new colleagues/trainees/temporary staff, including introduction into working practices and procedures within the Clinical Service Line as appropriate 13. Under the direction of the Medical Secretary or Medical Secretariat Manager assist in the implementation of procedural changes to working systems/processes 14. Constantly review working practices, propose changes to increase efficiency of service and assist in implementing improvements both in own area and other related areas 15. Contribute to Departmental/Clinical Service Line objectives and find ways to assist meeting them 16. Responsible for maintaining current patient records within Trust guidelines and policies including use of the RTT monitor 17. Offer a broad knowledge and experience of using a variety of IT applications in a Windows based environment 18. Ensure correct formatting of letters using the Trusts web forms as well as other IT programmes 19. Undertake any tasks relevant to the work of an assistant/relief medical secretary which may develop as a special requirement of the Clinical Service Line 20. Highlight problems and advise Medical Secretary or manager of any difficult or sensitive issues 21. Maintain patient confidentiality in line with Trust policies and procedures 22. Use appropriate language, speech and vocabulary and take steps to modify if communication barriers are identified 23. Contribute to the health, safety, and security of the working environment by being familiar with and complying to Trust policies and procedures 24. Arrange where necessary translators for non-English speaking patients and/or sign interpreters for those with hearing impairments 25. Be responsible for efficient use of resources e.g., ensuring adequate stock levels of stationery items are maintained Person Specification Qualifications Essential NVQ level 3 or equivalent 5 GSCE or equivalent including maths and English Desirable Word processing skills - OCR II (or equivalent e.g., RSA II) Typing skills OCR II (or equivalent e.g. RSA II) Experience Essential Minimum 6 months secretarial/administrative experience Experience working in customer/patient facing role Knowledge of patient records systems/databases with proven experience over 2 years Experience of working in a confidential environment Desirable NHS Experience Knowledge Essential Advanced keyboard skills Knowledge of confidentiality and data protection issues Ability to work in a high pressured environment Desirable Knowledge in Microsoft Office Packages Knowledge of clinical systems Knowledge of medical terminology Personal Skills Essential Effective communication skills, verbal and written Ability to cope with distressing and emotional situations with patients, relatives and staff High level of interpersonal skills, including sensitivity, diplomacy and empathy Proficient audio typist with the ability to accurately transcribe complex audio tapes and type complicated medical information whilst subject to frequent interruption Desirable Ability to exercise judgement and resolve problems Person Specification Qualifications Essential NVQ level 3 or equivalent 5 GSCE or equivalent including maths and English Desirable Word processing skills - OCR II (or equivalent e.g., RSA II) Typing skills OCR II (or equivalent e.g. RSA II) Experience Essential Minimum 6 months secretarial/administrative experience Experience working in customer/patient facing role Knowledge of patient records systems/databases with proven experience over 2 years Experience of working in a confidential environment Desirable NHS Experience Knowledge Essential Advanced keyboard skills Knowledge of confidentiality and data protection issues Ability to work in a high pressured environment Desirable Knowledge in Microsoft Office Packages Knowledge of clinical systems Knowledge of medical terminology Personal Skills Essential Effective communication skills, verbal and written Ability to cope with distressing and emotional situations with patients, relatives and staff High level of interpersonal skills, including sensitivity, diplomacy and empathy Proficient audio typist with the ability to accurately transcribe complex audio tapes and type complicated medical information whilst subject to frequent interruption Desirable Ability to exercise judgement and resolve problems 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 Bedfordshire Hospitals NHS Foundation Trust Address Bedford Hospital South Wing Kempston Road Bedford MK42 9DJ Employer's website https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)