Trust Medical Secretary - Rheumatology

OverviewThe successful candidate will act as point of contact for all communication between consultants, patients, relatives and a wide range of multi‑disciplinary staff. They will assist in the management of office administration and provide an effective secretarial service, ensuring continuity of service across the specialty. To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate NNUH’s ‘PRIDE’ values of People focused, Respect, Integrity, Dedication and Excellence and demonstrate behaviours that support and encourage an inclusive culture.

Please see the attached job description for full details.

Key responsibilities

• Deal efficiently and effectively with direct and indirect enquiries from patients, medical and nursing staff, GPs, Social Services and other professionals.
• Respond to enquiries, providing routine and non‑routine information and non‑clinical advice, resolving problems where possible.
• Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns needing reassurance and who may present difficulties in communication e.g. terminally ill patients, deaf patients, mentally ill patients and elderly confused patients.
• Attend to all communications, for example, emails, faxes, investigation results on a daily basis and prioritise and action as required.
• Accurately transcribe all correspondence by touch typing from audio/digital dictation or shorthand using knowledge of medical terminology. Generate routine and non‑routine correspondence independently.
• Assist patients and their carers by arranging translation/interpretation facilities.
• Demonstrate and maintain knowledge and understanding of Trust RTT policy.
• Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases.
• Complete the Tertiary referral proforma/template for internal/external referrals as per Trust policy.
• Promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient and waiting lists as required in local work area, escalating to senior staff as required.
• Adding patients to waiting lists as requested taking into account the urgency of the case and the patient’s preference.
• Arrange urgent admissions direct from clinic and ambulatory care areas, contacting the patient and liaising with ward/theatre/clinics as required.
• Support meetings with minute taking as necessary.
• Maintain diaries as appropriate.

Visa and Immigration

Please note that this advertised position, which is part of occupation code 4211 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.

Travel and Parking

Travelling to work – Staff parking is available onsite; however, this is limited during core working hours. We have more capacity in the evening and at weekends and can usually provide spaces during those hours. We look to allocate these spaces fairly.

The NNUH is served by a number of public buses, and we offer generously discounted monthly passes with First Bus & Konect. The Costessey Park and Ride runs regularly each day from 06:30 (from P&R) to 20:45 (from NNUH) and this service is free for NHS staff. There is a regular Thickthorn P&R service as well which is free. Applications to the Travel Office are required for this service. We also have a discounted service from the airport P&R if you purchase a bundle. Please see Konect website for further details. The NNUH host multiple bicycle racks and a salary sacrifice scheme. We also benefit from a Beryl station onsite. If you work at another Trust site, please discuss travel and parking arrangements at interview.

Background Checks

DBS – If this post involves working with children or adults the application form will ask for information regarding previous convictions as you will be required to undertake a Criminal Record and Barring Check known as a DBS check.

If you are a new employee or registering with the Staff Bank you will need to meet the cost of this unless your salary is less than point 9 of Affordability (Afc).

Application and Equality

Following candidate feedback and to reduce our dependency on paper, all our communication with you regarding your application will be by email so could you please check your e‑mails (and Spam) regularly. We value equality in our team and recruit from all sections of the community. We recognise there is a wealth of talent among people who have a disability and if you meet the minimum criteria detailed in the person specification and have a disability, you may wish to be considered under the Guaranteed Interview Scheme by indicating this in the relevant section on your application. We look forward to receiving your application and if you do not hear within the next four weeks this will usually mean that you have not been short‑listed.

Work Flexibility

Whilst every effort will be made to recruit to the post as it is advertised, there may be occasions where we consider alternative working patterns, such as part‑time working, or contract types, such as secondments, depending on circumstances. Should you wish to work in a different working pattern to that stated in our advertisement, please indicate this in the supporting statement to your application.

Benefits

• Flexible working hours
• Fast Track Staff Physiotherapy Service
• Multi Faith prayer room at NNUH Colney Lane site
• Discounted gym memberships
• Excellent pension scheme and annual leave entitlement
• Wagestream – access up to 40% of your pay as you earn it
• Free Park & Ride service direct to NNUH Colney Lane site
• Free 24‑hours confidential counselling support
• On‑site Nursery at NNUH Colney Lane
• On‑site cafes offering staff discounts at NNUH Colney Lane
• Support in career development
• Flexible staff bank
• Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics