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Job summary

Main area
Clerical & Administration
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
Part time - 25 hours per week (Hours to be worked over 5 days (Monday - Friday))
Job ref
249-6366600
Employer
Great Western Hospitals NHS Foundation Trust
Employer type
NHS
Site
Great Western Hospital
Town
Swindon
Salary
£22,816 - £24,336 pro rata per annum
Salary period
Yearly
Closing
07/07/2024 23:59

Employer heading

Great Western Hospitals NHS Foundation Trust logo

Medical Secretary

NHS AfC: Band 3

Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital. 

Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.

We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.

The Trust is a Disability Confident Employer; all applicants who have a disability can opt to be considered under the guaranteed interview scheme, which means that, providing they meet the minimum essential criteria for the post, they will be offered an interview. We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.

If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.

Job overview

**Please note: we would be looking for the successful candidate to start in September**

An exciting opportunity has arisen for a Band 3 Secretary role within the Surgery, Women and Children's Division. 

We are looking for a friendly and enthusiastic individual to join our very busy secretarial team. 

You will be required to undertake all secretarial duties including typing and dealing promptly with general correspondence and answering phone queries professionally, courteously and efficiently.

Providing a comprehensive secretarial service, the role will involve typing clinical letters with extreme accuracy within the agreed Trust wide targets and providing a central point of communication for patients and other healthcare professionals regarding treatments and consultation.

Main duties of the job

  1. Act as the main contact point for your consultants and other clinical staff related to your specialist clinical area, fielding enquiries in a professional and efficient manner.
  1. Type (audio/copy) clinics letters, medico-legal letters, and general reports and memos for consultants and junior medical staff. Ensuring work is of the highest quality in terms of presentation and layout and dispatch is within agreed timescales.
  1. Open, sort and action post on a daily basis.
  1. Retrieve, log and return case notes/medical records, keeping these in accordance with Trust policy (Case note tracking and Filing in Case notes)
  1. File correspondence, investigatory reports and maintain paper and electronic filing system in the office.
  1. Respond and/or action enquiries (face to face/telephone/email/written) from staff, patients and third parties in a professional and pro-active manner, including liaising with police, solicitors, and social services.
  1. Ensure referral letters are collected and assessed daily and that the patient referral letters are moved quickly through the registration system to the booking team.
  1. Ensure all investigatory results are seen promptly by the consultant, or agreed member of team during periods of leave, and processed accordingly.

Working for our organisation

Our STAR values – Service, Teamwork, Ambition and Respect – are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives

Service           We will put our patients first

Teamwork    We will work together

Ambition      We will aspire to provide the best service

Respect         We will act with integrity

Detailed job description and main responsibilities

  1. Act as the main contact point for your consultants and other clinical staff related to your specialist clinical area, fielding enquiries in a professional and efficient manner.
  1. Type (audio/copy) clinics letters, medico-legal letters, and general reports and memos for consultants and junior medical staff. Ensuring work is of the highest quality in terms of presentation and layout and dispatch is within agreed timescales.
  1. Open, sort and action post on a daily basis.
  1. Retrieve, log and return case notes/medical records, keeping these in accordance with Trust policy (Case note tracking and Filing in Case notes)
  1. File correspondence, investigatory reports and maintain paper and electronic filing system in the office.
  1. Respond and/or action enquiries (face to face/telephone/email/written) from staff, patients and third parties in a professional and pro-active manner, including liaising with police, solicitors, and social services.
  1. Ensure referral letters are collected and assessed daily and that the patient referral letters are moved quickly through the registration system to the booking team.
  1. Ensure all investigatory results are seen promptly by the consultant, or agreed member of team during periods of leave, and processed accordingly.
  1. Work with other team members to cover for and support departmental secretaries including local induction for new starters.
  1. Ensure the consultant’s diary is up to date, and agree a system for diary management with the consultant.
  1. Facilitate medical staff leave through diary management and communicating with the relevant personnel responsible for processing leave requests.
  1. To take and produce minutes for occasional meetings when required.
  1. To review/audit and establish where appropriate, revised systems to maximise the efficient running of the department.

This job description is not intended to be exhaustive, and it is likely that duties may be altered from time to time in the light of changing circumstances, in discussion with the post holder. This role profile is intended to provide a broad outline of the main responsibilities only.  The post holder will need to be flexible in developing the role with initial and on-going discussions with the designated manager.

Person specification

Qualifications

Essential criteria
  • RSA Typing or equivalent keyboard skills
  • RSA Audio Typing or equivalent
  • GCSE level C or above in English and Maths
  • Good general education
Desirable criteria
  • Medical Terminology

Experience

Essential criteria
  • Experience of working as a secretary and/or in a clerical environment
  • Demonstrable experience of working with Microsoft Office and databases
  • Referral triaging and booking processes
Desirable criteria
  • Hospital patient system such as Medway

Knowledge

Essential criteria
  • • Excellent organisational skills • Excellent communication skills • Audio typing skills • Professional telephone manner • Ability to learn new systems • Ability to work to tight and conflicting deadlines • Ability to communicate effectively with a variety of people from different backgrounds
Desirable criteria
  • Knowledge of a district General Hospital

Employer certification / accreditation badges

NHS Pastoral Care Quality AwardVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleAge positiveDisability confident leaderInvestors in People: Goldhttps://www.gov.uk/government/publications/kickstart-scheme-employer-resources/kickstart-scheme-brand-guidelinesStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.Step into healthArmed Forces Covenant

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.

Documents to download

Apply online now

Further details / informal visits contact

Name
Sarah Preater
Job title
Interim Service Operations Manager
Email address
[email protected]
Telephone number
01793 607229
Additional information

Alternatively, please contact Mel Weedon,  01793 603804 or [email protected]

 

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