Main area: Haematology
Grade: NHS AfC: Band 3
Contract: Fixed term: 9 months (Secondment considered with approval of current line manager.)
Hours: Full time - 37.5 hours per week
Job ref: 190-8735-DIR
Employer: Sheffield Teaching Hospitals NHS Foundation Trust
Employer type: NHS
Site: Royal Hallamshire Hospital
Town: Sheffield
Salary: £24,071 - £25,674 pa/pro rata for part time staff
Salary period: Yearly
Closing: 22/01/2025 23:59
Interview date: 31/01/2025
Support Medical Secretary
NHS AfC: Band 3
We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated. 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
To support the Medical Secretaries in providing a high standard of secretarial and clerical support for the medical staff and their team. To provide cover for medical secretaries in their absence ensuring a 5-day service with cover until 5pm on a rota basis and actively contribute to the smooth running of the department.
Main duties of the job
1. Using MS applications, provide an accurate, high quality and complete secretarial service including word processing, filing, audio typing, photocopying, uploading/downloading of voice files and the composition of letters.
2. Monitor patient pathways in line with the Trust’s 18 week pathway guidance.
3. Support clinical work for designated clinicians, such as typing of confidential letters and reports.
4. Ensure filing, photocopying and other administrative tasks are dealt with appropriately.
5. Prioritise incoming correspondence and draw attention to urgent items.
6. Filter telephone calls and redirect them as necessary, and where necessary taking messages and carrying out follow up action.
7. Ensure skills are updated regularly through appraisal/Personal Development Review and further training in all appropriate areas including IT.
8. Be aware of and comply with Trust policies and procedures, guidelines and code of conduct as they apply to the duties of this post.
Working for our organisation
This vacancy is advertised on a fixed term contract basis for the maximum period of 9 months. Where there is potential, the secondment/fixed term contract may finish early, or in the first instance, the secondment/fixed term contract may be extended due to the internal/external secondment of the substantive post holder. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and secondments in relation to the substantive post holder.
Please also note any secondment must first be agreed with your current line manager.
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.
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
Qualifications
* 3 GCSE (or equivalent) including English at grade C/4 or above or equivalent experience.
* NVQ/RSA or OCR at level 3, or relevant secretarial, admin and clerical experience that would equate to level 3.
* ECDL or equivalent.
Experience
* Experience in a clerical or secretarial role.
* Experience of dealing with people who may be distressed or unable to communicate effectively.
* Experience of working with computers on a day to day basis.
* NHS experience.
* Secretarial experience of typing clinic letters and clinical administrative letters.
* Medical Terminology.
* Supervisory experience.
* Excellent organisational skills.
* Ability to work using initiative and without supervision.
* Ability to work with discretion and a passion for maintaining patient confidentiality.
* Methodical and accurate with attention to detail.
* Ability to work to agreed quality standards.
* Ability to meet deadlines and work within time constraints.
* Ability to manage own workload.
* Excellent inter-personal and communication skills.
* Ability to build and maintain lasting working relationships with colleagues.
* Adaptable approach to work.
* Commitment to personal training and development.
* Interest in developing role and looking for opportunities to improve working practices.
* Ability to work as part of a team and independently.
* Knowledge of Trust Policies.
Further Training
* Knowledge of Microsoft packages including Outlook.
* Experience of Lorenzo / Digital Dictation / PinPoint / ICE.
* Knowledge of 18-week RTT.
* Willingness to undertake training and appraisals as required by specific post.
Other Factors
* Knowledge of Trust Access Policy.
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