Job summary
- Main area
- Diabetes & Endocrinology
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 30 hours per week
- Job ref
- 234-24-M2664-A
- Employer
- Norfolk and Norwich University Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Norfolk & Norwich University Hospital
- Town
- Norwich
- Salary
- £24,625 - £25,674 per annum, pro rata
- Salary period
- Yearly
- Closing
- 26/05/2025 23:59
- Interview date
- 29/05/2025
Employer heading
Trust Medical Secretary - Diabetes & Endocrinology
NHS AfC: Band 3
At NNUH it is our privilege to provide healthcare to over one million people across Norfolk and surrounding areas. Our vision is to ‘provide the best care for every patient’, and if this inspires you and you share our values, we really want you to join our team.
NNUH is currently the busiest Trauma Unit in the East of England caring for almost 850 trauma patients annually many with complex care needs. We are enhancing our urgent and emergency care specialist services for patients with significant injuries as a result of trauma and have an ambition to become a Major Trauma Centre.
Our values support our vision and guide the behaviour of everything we do, these are:
People-focused
We look after the needs of our patients, carers and colleagues, to provide a safe and caring experience for all.
Respect
We act with care, compassion and kindness and value others’ diverse needs.
Integrity
We take an honest, open and ethical approach to everything we do.
Dedication
We work as one team and support each other to maintain the highest professional standards.
Excellence
We continuously learn and improve to achieve the best outcomes for our patients and our hospital.
Wish you were here? So do we.
We want all our staff to achieve a balance between work and personal life and understand how important flexible working can be. We welcome applications on a full or part time basis, various shift patterns and hybrid working, where roles allow.
At the Norfolk and Norwich University Hospitals NHS Foundation Trust (NNUH), we know the benefits diversity can bring to our organisation such as creativity, innovation and compassion. All of which have a direct impact towards our staff and patient experience. We are committed to being a Hospital for All – being equitable and inclusive, and a place where all feel a sense of belonging. We therefore particularly encourage and welcome applications from candidates who are underrepresented in NNUH’s workforce. These include people from Black, Asian, and Minority Ethnic backgrounds, people with diverse abilities and people within the LGBT+ community.
Job overview
We are very proud of our department: the Diabetes and Endocrinology department is the largest in the East of England, and one of the largest in the UK. Our department directorate supports a full range of specialist and general clinical services.
The main Endocrinology & Diabetes department is based on level 3 in the East Outpatients block. We also have a team working in Rouen Road, Norwich. We work closely with the Clinical Investigation Unit, Medical Outpatients and Eye Screening.
The post holder will be expected to contribute to the provision of the highest standards of patient care.
Main duties of the job
This is where we need you! We are looking for a Trust Medical Secretary to join the Endocrinology & Diabetes Department. Are you methodical, conscientious, caring and people-focused? Do you like working in a supportive team but happy with your own workload too, working in a busy environment?
If this sounds like you, please read on:
As a medical secretary, you will act as a key link between the clinicians, patients, relatives, all hospital staff, General Practitioners, and outside agencies, maintaining a close working relationship between the clinicians and patients as appropriate.
You are expected to provide outstanding administrative support to the other medical secretaries and administrators in the department.
The role includes clinic management, typing clinic letters and ensuring patient pathways (RTT) are recorded accurately and timely, utilising our inhouse Diabetes patient management system, using our hospital’s PAS system, responding to patient queries, working with the waiting list coordinators and other secretaries to ensure clinics are filled, supporting the wider secretarial team. You may be required to manage diaries. You will assist in the organisation of the office and help provide continuity of service during absences. You will organise and minute meetings. You will be responsible for the secretarial management of at least one clinician.
Working for our organisation
Join us at the Norfolk and Norwich University Hospital and be part of a workforce of over 10,000 staff!
The NNUH is one of the largest NHS trusts in the UK, providing first-class acute care for around one million people, living in Norfolk and surrounding areas. We are a teaching and research hospital, at the forefront of innovation, home to state-of-the-art facilities, such as the Quadram Institute. We are pleased to work closely with the University of East Anglia, providing teaching opportunities for our staff and placement opportunities for their students. We attract some of the best and leading professionals from across the country and are proud that our workforce represents 94 countries from across the world.
We are a friendly, collaborative hospital, working with local services and home to N&N Hospitals Charity
We can offer you the full range of NHS benefits/discounts and in addition:
- Flexible working hours
- Fast Track Staff Physiotherapy Service
- Multi Faith prayer room
- Discounted gym memberships
- Excellent pension scheme and annual leave entitlement
- Wagestream - access up to 40% of your pay as you earn it
- Free Park & Ride service direct to NNUH site
- Free 24-hours confidential counselling support
- On-site Nursery
- On-site cafes offering staff discounts
- Support in career development
- Flexible staff bank
- Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics
Detailed job description and main responsibilities
We are looking for someone with a high level of confidentiality as you will be handling confidential patient information. You will be confident in the use of IT, including knowledge of Microsoft Office, in particular Outlook, Word and Excel. You will need an excellent telephone manner. You will be able to prioritise your workload and work on your own initiative. You will need good diary management and time management skills and will be organised and efficient with a high ability to multi-task. You will need to be able to type from transcription and have previous secretarial experience. You will have good minute taking skills. You will have a calm manner, excellent interpersonal skills and have a positive approach to all you do. You may well have your own responsibilities within the wider team so need to be able to work autonomously.
Previous experience in the NHS, medical terminology and knowledge of the hospital’s PAS system would be desirable, although training will be given. We support learning and progression so once fully embedded in the department there are opportunities for further training.
To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate NNUH’s ‘PRIDE’ values of People focused, Respect, Integrity, Dedication and Excellence and demonstrate behaviours that support and encourage an inclusive culture.
- Deal efficiently and effectively with direct and indirect (i.e. telephone, face to face) enquiries from patients, all levels of medical and nursing staff, GPs, Social Services and other health professionals and staff. Respond to enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible. Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns needing reassurance and who may present difficulties in communication e.g. terminally ill patients, deaf patients, mentally ill patients and elderly confused patients.
- Attend to all communications, for example, emails, faxes, investigation results on a daily basis and prioritising and actioning as required.
- Accurately transcribe all correspondence by touch typing from audio / digital dictation or shorthand using knowledge of medical terminology. Generate routine and non-routine correspondence independently.
- Assist patients and their Carers by arranging translation/interpretation facilities.
- Demonstrate and maintain knowledge and understanding of Trust RTT policy.
- Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases.
- Complete the Tertiary referral proforma/template for internal/external referrals as per Trust policy
- Promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient and waiting lists as required in local work area, escalating to senior staff as required.
- Adding patients to waiting lists as requested taking into account the urgency of the case and the patient’s preference.
- Arrange urgent admissions direct from clinic and ambulatory care areas, contacting the patient and liaising with ward/theatre/clinics as required.
- Support meetings with minute taking as necessary.
- Maintain diaries as appropriate.
Please see the attached job description for full details.
Please note that this advertised position, which is part of occupation code 4211 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.
Person specification
Qualifications
Essential criteria
- Good general standard of literacy and numeracy
- RSA III or equivalent experience
Desirable criteria
- Knowledge of medical terminology/AMSPAR qualification
Experience
Essential criteria
- Previous digital / audio typing experience
Skills
Essential criteria
- Ability to manage own workload
- Ability to work to tight deadlines and maintain concentration in a pressurised working environment
- Excellent verbal and written communication skills
Attitude, aptitude
Essential criteria
- Effective role model, demonstrating NNUH’s PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
Employer certification / accreditation badges
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
Further details / informal visits contact
- Name
- Andy Mackay
- Job title
- Admin Manager
- Email address
- [email protected]
- Telephone number
- 01603 647958
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