Norfolk Community Health and Care NHS Trust
An exciting opportunity has become available within our well established medical secretary team, to welcome an additional colleague to support as part of a fixed term contract for 12 months, working 30 hours per week, Tuesday to Friday.
The position is primarily based at St. James clinic, with an opportunity to work from home for two days per week once trained and if preferred, to ensure you are supported to have a healthy work life balance.
Main duties of the job
The post holder will be required to provide comprehensive and pro-active secretarial and administrative support to The Community Paediatricians and ADHD Nursing Team within the Children's department. This will include using specific knowledge of medical terminology to type and format letters from dictations.
Additional community paediatrician clinical time has meant that there is an additional workload within the team, and the role will be supporting this increase in secretarial work.
This role requires excellent administrative, verbal, and written communication skills together with attention to detail and the ability to work both autonomously and as part of a team.
To support the delivery of a high quality, safe and compassionate healthcare service.
Job responsibilities
Key Areas of Responsibility
1. Using a range of software programmes including SystmOne and Olympus Transcription Software to produce, maintain and distribute documents, including adhoc and routine reports, which may include medical terminology and deal with matters of a complex and/or distressing nature.
2. To independently manage, undertake and prioritise a variety of administrative and clerical duties and undertake other general office duties which follow standard processes with the occasional need to deviate. These include:
* Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
* Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
* Researching appropriate websites, downloading and circulating documents, as requested.
* To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them.
1. To support Consultant Paediatricians, Paediatric Registrars and the ADHD Nursing Team with updating ledgers. This will include adding meetings, adhoc appointments, and any other type of activities outside of their set clinic pattern.
2. To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner.
3. To receive and process safeguarding referrals via the safeguarding phone, which are often urgent and/or challenging, liaising with health professionals to correctly process the referral, and organising the appointment, if required, following the telephone call. This will include communicating with the on-call doctor and making a room booking.
4. To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times. To exercise tact and diplomacy when communicating information to patients which may be distressing to the receiver or where there may be barriers to understanding.
5. To build effective working relationships with the Consultant Paediatricians, Paediatric Registrars, ADHD Nursing Team and Clinical Leads which are supported by the Medical Secretarial Team.
6. To support the Childrens Medical Secretary Coordinator and/or the Admin Team Lead to create and design administrative processes and regularly review to ensure they meet the needs of the organisation and the patient.
7. To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Childrens Medical Secretary Coordinator and/or the Admin Team Lead.
8. To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by the Childrens Medical Secretary Coordinator and/or the Admin Team Lead.
9. To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, PowerGate and carrying out research into goods and services as required.
10. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
11. Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites.
12. It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
Person Specification
Qualifications
* GCSEs grade C or above in English and Maths, or equivalent
* RSA II or equivalent typing qualification
* NVQ 3 Business Administration or equivalent experience
Experience
* Proven experience or working as part of a team
* Proven experience of working within an office environment
* Knowledge and understanding of computerised patient's administration systems e.g., SystmOne
* NHS medical terminology
* Proven administration experience in a Medical Secretarial environment
* Knowledge and understanding of Olympus Transcription Software
Skills, Abilities and Knowledge
* Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
* Good organisational skills
* Able to communicate effectively in written and verbal English language
* Proven ability to work on own initiative without direct supervision, prioritising and managing own workload
* Advanced keyboard skills
* Enhanced IT Skills
Personal Attributes/Behaviours (linked to the Trust's Behaviour Framework)
* Enthusiastic and motivated
* Committed to providing the best possible service to patients
* Team Player
Other
* Flexible attitude and approach to work to meet the needs of the service
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
Norfolk Community Health and Care NHS Trust
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