NHSJobs.com

Job overview

• Provide secretarial and clerical support to the consultant and medical staff as required.
• Monitor and inform medical secretaries of stationary needs.
• Take appropriate action with regards to telephone calls from patients, GP’s and other agencies using initiative, some of which require analysis, and guidance from the medical secretaries, where needed.
• To trace notes (within the Trust and outside Trusts) efficiently or to trace them back to Bush Park in the appropriate manner.
• To arrange for copies of clinic letters to be forwarded to Surgeries or departments in an orderly and efficient manner.
• Frequent requirement for concentration where the work pattern is not predictable i.e. when transcribing dictation and rearranging body of text, punctuation and grammar, especially with strongly accented dictation and to understand the context in order to do this.
• Maintain an efficient filing system for easy retrieval of documents.

***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

• Required to cover the medical secretaries during annual leave/sickness and adapt to their work place and individual differential layouts.
• To undertake typing in a timely manner.
• To maintain confidentiality at all times and adhere to other Trust policies and procedures and implement any changes to the daily routine.
• Proactively support and enhance the continual quality initiative ensuring a “quality first” approach to all aspects of work.
• To provide non-clinical advice to patients and relatives regarding admission and appointment details.
• Prioritise own workload meeting requirements of medical secretaries including typing clinics, nurses work and x-rays.
• Liaise; report, document and present data collected using appropriate computer software to achieve effective results.
• Sorting and dealing with all correspondence i.e. internal/external post including faxes. Emails and results and filing system.
• To provide support in respect of the medical secretaries and clinical team.
• To assist in the training/mentoring of new support secretaries.
• Regular exposure to distressing/emotional circumstances i.e. typing letter of distressing nature, dealing with distressed patients over the telephone.
• To maintain on orderly office, this can readily be taken over by colleagues/locum where necessary.
• To assist in monitoring shared mailboxes.

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. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. 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.