Job summary
- Main area
- Plastic Surgery
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- 22.5 hours per week (Part time. Monday, Thursday and Friday)
- Job ref
- 216-LA-S6359265-A
- Employer
- University Hospitals Plymouth NHS Trust
- Employer type
- NHS
- Site
- Plastic Surgery, Derriford Hospital
- Town
- Plymouth
- Salary
- £22,816 - £24,336 £22,816 - £24,336 Per Annum Pro Rata
- Salary period
- Yearly
- Closing
- 29/07/2024 23:59
Employer heading
Medical Secretary
NHS AfC: Band 3
Job overview
To undertake a range of secretarial and administrative services within the Plastic Surgery and Dermatology Department, this includes support to the Clinical Directors, Service Line Management Team, and other senior staff within the directorate.
This post is part of a professional multi-skilled team working across the administration services.
***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
To support the Clinical Directors, Service Line Manager and Service Line Management Team in the delivery of their roles by providing an administrative service assisting them with meeting the Trusts objectives.
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.
Provide support to the Burns team.
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.
Detailed job description and main responsibilities
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
- The provision of a comprehensive secretarial and administrative service to the Service Line Management and Trauma Team. This will include being competent with Microsoft Office Packages; Word, Excel, Outlook, Internet/Intranet.
- Servicing of meetings, fixing dates and venues, preparing agendas, taking minutes, timely production of accurate minutes, specifying decisions made and follow up actions required.
- To facilitate complaint investigation, collecting notes. Arrange meetings with complainants when necessary.
- To act as Facilitator for Clinical Governance including arranging meetings; taking minutes; coordinating reports; entering risks onto the Trust Risk Register.
- Able to organise and prioritise own workload and act on own initiative when faced with problems alone. Plan daily workload to ensure effective time management.
- Maintain stationary requirements through EPROC, having regard to Trust policy on best value.
- Work to support the streamlining of all administrative systems within the Service Lines and distributing information as required at the direction of the directorate management team maintaining clear and timely communication with all staff.
- To ensure correspondence is typed and distributed within deadlines and according to agreed standards to include both copy typing and audio typing. Preparation of presentation material where required, including overheads and handouts.
9. Take appropriate actions with regard to telephone calls using initiative, within Trust guidelines.
- Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records as required.
- Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
- 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.
- Be responsible for dealing with all correspondence by keeping a satisfactory record/filing system and ensure all clinic typing is held on the shared drive appropriately named and in the correct folder.
- Collate results with patient case notes, ensuring that they are seen and actioned promptly by the relevant clinician.
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
- To provide cover for the Burns facilitator when away including the below.
- To extract and collate audit data for burns and plastic surgery cancer services including data mandated by external organisations.
- Enter data onto existing databases such as Microsoft Access, and Excel.
- Collect data from clinical areas by speaking to health care professionals.
- Run reports from existing databases. These reports may be routine in nature or exceptional reports as requested by the managers of the service.
- Validate all data on request by line manager or external bodies.
- To request patient notes and trace them onto the patient administration system as required.
- To extract and collate data from patient notes, Trust PAS and other sources as required.
- Assist with the configuration and maintenance of local databases as required.
- Prepare data for Clinical audit and clinical governance processes.
For further details, please see the attached JD & PS.
Person specification
Knowledge & Experience
Essential criteria
- • Previous demonstrable experience within a similar role.
- • Previous demonstrable experience in the use of Microsoft software packages i.e. word/excel/outlook.
- • Demonstrable experience of hospital software e.g. IPM.
- • Demonstrable experience of audio transcription.
- • Excellent organisational skills.
- • Proven ability to use initiative.
- • Ability to handle difficult/distressed patients in a sensitive and empathetic manner.
Desirable criteria
- Previous demonstrable experience within a large clinical setting
- Proven knowledge of IPM.
- Previous demonstrable experience in a support/medical secretary role.
- Demonstrable experience in using digital dictation or voice recognition software.
Qualifications
Essential criteria
- • Educated to GCSE or equivalent standard.
- • GCSE English Language or equivalent standard.
- • Typing to OCR ll standard or equivalent.
- • Recognised secretary qualification/experience and/or equivalent.
- • NVQ level 3 in relevant subject or equivalent or equivalent demonstrable experience
Desirable criteria
- • Typing to OCR lll or above or equivalent.
Aptitude & Abilities
Essential criteria
- • Ability to accurately touch type.
- • Ability to proof read documents quickly and accurately
- • Excellent communication and interpersonal skills.
- • Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels.
- • Ability to work calmly and methodically when working in a busy environment with a varied workload.
- • Good time management skills & organisational skills.
- • Ability of work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines.
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Carrie Stenson
- Job title
- Clinical Admin Manager
- Email address
- [email protected]
- Telephone number
- 01752 439278
- Additional information
Tracy Lamerton, Support Manager [email protected]
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