Medical Secretary in Plymouth

To provide a comprehensive administration service within the Neurosurgery service line. Supporting the Band 4 Speciality Coordinator to provide secretarial support to the Consultants and wider medical team in an efficient and timely manner.

This post is part of a professional multi-skilled team working within the Neurosurgery Service.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

The key responsibilities of this role are the effective and efficient management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust Policies and procedures.

Working for our organisation

We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.

If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment manager for this post who will put you into contact with the recruitment team. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Detailed job description and main responsibilities

1. Operating under the supervision of the Speciality Coordinator to set weekly working expectations.

2. Using digital technology to ensure clinic letters, medical reports and letters to outside agencies are typed within an appropriate timeframe and are distributed onto the receiver.

3. Responsible for the full secretarial service to the Neurosurgery Consultants and clinical Team staff including ensuring stock levels of required literature and stationery.

4. Exchange verbal communication either face to face or over the telephone with patients who could be distressed position and be able to communicate in a calm, caring manner.

5. Take appropriate actions with regards to telephone calls and written communication from patients, staff, GPs and other agencies using initiate within Trust guidelines.

6. Communication with other professionals, GPs and other agencies regarding appointments, meetings, questionnaires and admission.

7. Prioritise own workload including typing of clinics and MDT meetings. Analyse and resolve patient problems using your own judgement.

8. Undertake routine office duties including note tracing, photocopying, filing of correspondence and results and maintenance of records as required.

9. Be versatile and adaptable to the demands of the team. Work without supervision and use initiative when working assist with problem solving.

10. Ensure all hospital case notes are traced into and out of the department accurately on IPM. Obtain/forward case notes to/from other Trusts as and when required.

For further details please see the attached JD & PS

Person specification

Qualifications

• GCSE English and Math grades 4-9 (A-C)
• NVQ level 3 in either business administration or related subject or equivalent demonstrable experience
• Working towards a recognised medical secretary qualification

Knowledge and Experience

• Previous demonstrable secretarial or support secretary experience
• Previous demonstrable experience in the use of word processors/data base/spreadsheet packages.
• Demonstrable experience of hospital software e.g. EPIC.
• Previous demonstrable experience in a healthcare setting
• Proven knowledge of Primary Target Lists and waiting list management

Aptitude and Abilities

• Excellent communication and interpersonal skills.
• Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels. Good time management skills & organisational skills. Excellent telephone manner
• Professional manner
• Proven understanding the Trust’s waiting list policy within the work place

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.

Employer certification / accreditation badges

Name Sophie Cornelius Job title Clinical Admin Manager Email address sophie.cornelius@nhs.net Telephone number 01752 433880 Additional information

Sophie Cornelius, telephone 01752 433880, email sophie.cornelius@nhs.net

We’d love to hear from you if you feel you’re a great fit for the role - and that the role is right for you.Below, you’ll find more information about our recruitment process and what happens once you’ve submitted your application.

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