Support Secretary - Oncology

Mid and South Essex NHS Foundation Trust is now one of the largest trusts in the country, serving a population of 1.2 million people comprising acute hospital sites at Broomfield in Chelmsford, Basildon and Southend.

We are a well-led, high-performing and innovative organisation determined to provide the best health care services for our local population and working in the best interests of the people we serve.

Job overview

An exciting opportunity has arisen within the Oncology team to assist with the provision of an effective and efficient Medical Secretarial Service to Consultants, Nursing staff and management staff.

We take pride in nurturing a supportive environment in which to work while ensuring we deliver a high quality service.

We are looking for a dynamic and forward-thinking individual who is capable of prioritising workloads and handling stress within a busy office environment. The post holder will be required to work as part of a team, have a flexible attitude to work and provide cross cover during periods of absence.

The ideal candidate will have previous secretarial or administrative experience and will be able to demonstrate an ability to prioritise and think on their feet.

To assist with the provision of an effective and efficient Medical Secretarial Service to the Oncology Service.

Main duties of the job

Assist with the provision of a comprehensive Secretarial and administrative service, to medical staff, including:

1. Type clinic lists/ reports/ statements/ general correspondence.
2. Manage Consultant clinics using the available trust systems, e.g Medway and CED.
3. Attend departmental meetings to take, type and distribute the minutes.
4. Diary management.
5. Book meetings, study days, seminars, professional leave for Consultants / Managers.
6. Answer and action telephone calls, as appropriate.
7. Clear received voice mails daily, and take action as required.
8. Adhere to administrative procedures, to meet patient care and staff needs.
9. Input data into the departmental information system.
10. Organise flow of work through the department.
11. Assist in clinical governance/ audit procedures by liaising with the audit department, and multi-disciplinary team.
12. Set up and maintain filing systems.
13. Keep patient hospital medical notes in good order; check and update patient details on hospital systems, as appropriate.
14. Provide cover for other members of staff within Medical Specialties as may be required from time to time.
15. Arrange patient’s outpatient appointments using Medway/ E-referral/ Call centre and inform patients of appointments by post / phone.
16. Re-arrange appointments or adjust clinic times if required to do so by either patient, manager or doctor request.
17. Provide patients and relatives with information and advice where appropriate and under the supervision of Medical Staff.

Working for our organisation

Mid and South Essex NHS Foundation Trust is now one of the largest in the country, with a workforce of approximately 15,000 who serve a population of 1.2 million people.

We work together, and in conjunction with MSE Health and Care Partnership, to deliver excellent local and specialist services, to improve the health and wellbeing of our patients in a compassionate way, and provide a respectful, but vibrant place for staff to develop, innovate and build careers.

From facilities through to consultant specialists we want to be the best, to achieve this we need to recruit not just those who are the finest in their field but also those who have the potential to be. Yes, experience is important but so is outlook – if you are dynamic, forward-thinking and enthusiastic we want you to join us.

We not only offer you a good working environment with flexible working opportunities, but also the opportunity to develop your career with access to appropriate training for your job and the support to succeed and progress.

Detailed job description and main responsibilities

Please see attached a full job description setting out the details of the role and responsibilities.

We look forward to your application.

Person specification

Qualifications

Essential criteria

1. GCSE or Equivalent in English and Maths.
2. Computer Literate with knowledge of Microsoft Office Package.
3. Knowledge of office procedures and software programmes to RSA level 3 or good previous experience as a Secretary.

Desirable criteria

1. Knowledge of Medway, ICE, CED, ACP.

Experience

Essential criteria

1. Proven experience of working as a Medical Secretary or Secretary in a busy environment.
2. Understanding of a hospital environment.
3. Excellent audio/ copy typing skills – minimum 60 wpm.

Desirable criteria

1. Previous experience of working in a health care environment.

Please be aware as per the new Immigration guidelines we cannot sponsor candidates with a salary (full time or pro Rata) under the current minimum threshold.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions. #J-18808-Ljbffr