Job summary

In Hospital Care Administration Team based in the University Hospital of North Tees, are looking for a motivated and enthusiastic Medical Support Secretary to provide an efficient, effective and comprehensive administrative and secretarial service to support clinical teams providing care to patients.

The post also comes with a requirement to travel Trust Wide to other locations, subject to the needs of the service.

Applicants must possess NVQ 3 in Business Administration or Equivalent, GCSE in English Language level ‘C’ or above, RSA 11 or equivalent in typing/word processing and a good working knowledge of Microsoft Office applications, excellent keyboard and IT skills

Main duties of the job

Reporting to Administration Service Lead, and supported by Medical Secretaries

  • Be fully conversant with and adhere to all work related policies, procedures and guidelines, ensuring that all work outputs are completed as required and that all related targets and timescales are met.
  • Use all appropriate technologies and equipment to their optimum functionality to assist in the provision of an efficient, effective and comprehensive administrative and secretarial service to support the provision of care to patients.
  • Ensure that any/all work outputs are produced to a high standard of quality that meets all of the organisations requirements for Information Governance and CQC and which is compliant with all associated national, regional and local policies, procedures and guidelines
  • Participate in any/all associated training, development and appraisal processes relevant to post

About us

At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition – a note of thanks, Managers Awards, Shining Stars and Service Awards.

We recruit for values and “Together we are North Tees & Hartlepool”

Date posted

04 January 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£21,730 to £23,177 a year pro rata, per annum

Contract

Permanent

Working pattern

Full-time

Reference number

345-MED4843862

Job locations

North Tees and Hartlepool

Hardwick

Stockton

TS19 8PE

Job description

Job responsibilities

Be fully conversant with and adhere to all organisational policies, procedures and guidelines to assist in the provision of a comprehensive secretarial and administrative support service to clinicians and their associated staff, to ensure the timely and effective processing of all patient related information, including clinic letters, reports, referrals, appointments, occasional minute taking etc

Under the direction of the Admin Service Lead/Medical Secretaries and through the effective use of all appropriate technologies and systems, be responsible for the effective and timely transcription of patient correspondence by ensuring that all medical transcription work is prioritised effectively in accordance with job type. Escalation to Senior Administrator should a backlog of transcriptions become apparent.

Turnaround times and target timescales and that all work outputs are completed to a high standard of quality and accuracy whilst meeting all departmental and organisational requirements for information governance, data protection and confidentiality

Assist in the data entry and retrieval of results/information where appropriate through the effective use of available technologies and assist in the arrangements for chasing investigation reports, checking reports received and bringing results of key importance or abnormality to the PA or relevant clinical staff as and when required.

Assist in the organisation of the referral of patients for further treatment, investigations and appointments etc., in accordance with clinicians instructions.

Ensure any urgent work is completed within the specified timescales with escalation to appropriate levels of staff when required.

Assist in requesting, locating, collecting and returning of healthcare records using the appropriate Trakcare technologies by following the appropriate healthcare record tracking procedures, SOPs and trust guidelines.

Deal with any queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion, checking patient and GP demographic details when in contact with patients and taking accurate written messages and passing more complex queries to relevant staff members where appropriate.

Effectively organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met

Assist in the maintenance of an up to date file system for work related documentation and establish an effective bring forward system to facilitate the timely processing of results, responses, information, correspondence and documents.

Assist in planning and prioritising of workload to ensure that all service requirements and priorities are met

Under the direction of the Senior Administrator, assist in providing interim short-term cover throughout the work area where appropriate – for instances such as sickness absence / annual leave etc.

Take responsibility for ensuring that all mandatory training requirements are met within required timescales.

Assist in ensuring a healthy, safe and secure working environment for self and work team.

Assist in the processing incoming post as directed by the PA or clinicians, and any other ad-hoc duties as and when required in line with service needs.

Demonstrate commitment to IWL principles and flexible working patterns, to meet the needs of the service and staff.

Tackle discrimination and harassment, and promote equality and diversity in the workplace

Be proactive in reducing sickness absence; workplace incidents; and promoting zero tolerance on violence against staff.

Take responsibility for own personal development and education and the production of a personal development plan.

Job description

Job responsibilities

Be fully conversant with and adhere to all organisational policies, procedures and guidelines to assist in the provision of a comprehensive secretarial and administrative support service to clinicians and their associated staff, to ensure the timely and effective processing of all patient related information, including clinic letters, reports, referrals, appointments, occasional minute taking etc

Under the direction of the Admin Service Lead/Medical Secretaries and through the effective use of all appropriate technologies and systems, be responsible for the effective and timely transcription of patient correspondence by ensuring that all medical transcription work is prioritised effectively in accordance with job type. Escalation to Senior Administrator should a backlog of transcriptions become apparent.

Turnaround times and target timescales and that all work outputs are completed to a high standard of quality and accuracy whilst meeting all departmental and organisational requirements for information governance, data protection and confidentiality

Assist in the data entry and retrieval of results/information where appropriate through the effective use of available technologies and assist in the arrangements for chasing investigation reports, checking reports received and bringing results of key importance or abnormality to the PA or relevant clinical staff as and when required.

Assist in the organisation of the referral of patients for further treatment, investigations and appointments etc., in accordance with clinicians instructions.

Ensure any urgent work is completed within the specified timescales with escalation to appropriate levels of staff when required.

Assist in requesting, locating, collecting and returning of healthcare records using the appropriate Trakcare technologies by following the appropriate healthcare record tracking procedures, SOPs and trust guidelines.

Deal with any queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion, checking patient and GP demographic details when in contact with patients and taking accurate written messages and passing more complex queries to relevant staff members where appropriate.

Effectively organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met

Assist in the maintenance of an up to date file system for work related documentation and establish an effective bring forward system to facilitate the timely processing of results, responses, information, correspondence and documents.

Assist in planning and prioritising of workload to ensure that all service requirements and priorities are met

Under the direction of the Senior Administrator, assist in providing interim short-term cover throughout the work area where appropriate – for instances such as sickness absence / annual leave etc.

Take responsibility for ensuring that all mandatory training requirements are met within required timescales.

Assist in ensuring a healthy, safe and secure working environment for self and work team.

Assist in the processing incoming post as directed by the PA or clinicians, and any other ad-hoc duties as and when required in line with service needs.

Demonstrate commitment to IWL principles and flexible working patterns, to meet the needs of the service and staff.

Tackle discrimination and harassment, and promote equality and diversity in the workplace

Be proactive in reducing sickness absence; workplace incidents; and promoting zero tolerance on violence against staff.

Take responsibility for own personal development and education and the production of a personal development plan.

Person Specification

Experience

Essential

  • Demonstrable experience of clerical work involving computerised systems
  • Demonstrable knowledge of medical terminology
  • Demonstrable experience of using audio transcription systems

Desirable

  • Previous Secretarial experience
  • Experience of working within a healthcare environment
  • Experience of working within a multi-disciplinary team

Qualifications & Attainments

Essential

  • GCSE at grade C or above in Mathematics Key Skills at level 2 in Numeracy (or equivalent)
  • GCSE at grade C or above in English Language, or Key Skills at level 2 in Literacy (or equivalent)
  • Typing or word processing qualification at RSA II (or equivalent)
  • Medical Terminology Qualification
  • NVQ at level 3 in Business Administration (or equivalent)

Desirable

  • RSA III or equivalent typing qualification
  • IT qualification (ITQ at level 2 or equivalent)

Skills / Aptitudes

Essential

  • Demonstrate a good working knowledge of windows based computer systems and be capable of using most Microsoft Office applications, particularly MS Word and Outlook.
  • Demonstrate well developed keyboard skills
  • Demonstrate ability to pay good attention to detail, reliably check and record data and identify anomalies and be able to self-check completed work.
  • Demonstrate well developed written/verbal/listening communication skills
  • Demonstrate good organisational / time management skills and be able work under pressure to meet deadlines.
  • Demonstrate ability to work on own initiative and also to work as part of a team.
  • Demonstrate willingness to contribute to the delivery of an effective and efficient administrative/secretarial service.
  • Demonstrate willingness to be flexible and to work in other clinical areas throughout the trust as and when required in accordance with operational service needs.

Desirable

  • Experience of dealing with members of the public
  • Be willing to participate in the promotion of effective team working.
  • Be proactive in contributing to service improvement
  • Demonstrate well developed shorthand skills

Disposition

Essential

  • Ability to work under pressure/meet tight deadlines whilst delivering high quality work
  • Flexibility – able to cope with different work environments, sometimes at short notice
  • Demonstrate a responsible, dependable and honest character.
  • Demonstrate a caring and sensitive nature.
  • Show a keenness to learn and to apply appropriate working practices
  • Show willingness to develop themselves by taking advantage of any appropriate training and development opportunities.
Person Specification

Experience

Essential

  • Demonstrable experience of clerical work involving computerised systems
  • Demonstrable knowledge of medical terminology
  • Demonstrable experience of using audio transcription systems

Desirable

  • Previous Secretarial experience
  • Experience of working within a healthcare environment
  • Experience of working within a multi-disciplinary team

Qualifications & Attainments

Essential

  • GCSE at grade C or above in Mathematics Key Skills at level 2 in Numeracy (or equivalent)
  • GCSE at grade C or above in English Language, or Key Skills at level 2 in Literacy (or equivalent)
  • Typing or word processing qualification at RSA II (or equivalent)
  • Medical Terminology Qualification
  • NVQ at level 3 in Business Administration (or equivalent)

Desirable

  • RSA III or equivalent typing qualification
  • IT qualification (ITQ at level 2 or equivalent)

Skills / Aptitudes

Essential

  • Demonstrate a good working knowledge of windows based computer systems and be capable of using most Microsoft Office applications, particularly MS Word and Outlook.
  • Demonstrate well developed keyboard skills
  • Demonstrate ability to pay good attention to detail, reliably check and record data and identify anomalies and be able to self-check completed work.
  • Demonstrate well developed written/verbal/listening communication skills
  • Demonstrate good organisational / time management skills and be able work under pressure to meet deadlines.
  • Demonstrate ability to work on own initiative and also to work as part of a team.
  • Demonstrate willingness to contribute to the delivery of an effective and efficient administrative/secretarial service.
  • Demonstrate willingness to be flexible and to work in other clinical areas throughout the trust as and when required in accordance with operational service needs.

Desirable

  • Experience of dealing with members of the public
  • Be willing to participate in the promotion of effective team working.
  • Be proactive in contributing to service improvement
  • Demonstrate well developed shorthand skills

Disposition

Essential

  • Ability to work under pressure/meet tight deadlines whilst delivering high quality work
  • Flexibility – able to cope with different work environments, sometimes at short notice
  • Demonstrate a responsible, dependable and honest character.
  • Demonstrate a caring and sensitive nature.
  • Show a keenness to learn and to apply appropriate working practices
  • Show willingness to develop themselves by taking advantage of any appropriate training and development opportunities.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .

Additional information

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .