Job summary
- Main area
- Gynaecology
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 265-5820177-B
- Employer
- Northampton General Hospital NHS Trust
- Employer type
- NHS
- Site
- Northampton General Hospital
- Town
- Northampton
- Salary
- £25,147 - £27,596 per annum / pro rata
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Medical Secretary
Band 4
Job overview
We are looking to appoint a full-time Medical Secretary/Personal Assistant to provide a comprehensive secretarial and administration service to our Gynaecology Service.
The successful candidate must have the ability to deal with highly confidential and sensitive information. They will need to have excellent communication and organisational skills, be proactive and methodical in their approach to daily tasks. Previous experience of working in a hospital setting is desirable, but not essential. The ability to be flexible, and work extra hours to provide cover for colleagues would be essential.
If you are a willing and enthusiastic individual who would like to join this friendly team we would like to hear from you.
Main duties of the job
To work as part of the clerical team to support a team of Clinicians.
To provide a comprehensive, confidential secretarial and administration support service to Consultants, medical staff, clinical teams and department on a day to day basis.
The postholder will be required to work as part of the administration team and provide cross cover during periods of staff absence within the Directorate as and when required. This support should be provided between the hours of 8.00 am to 17.00 unless otherwise specified at a local level.
Working for our organisation
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Detailed job description and main responsibilities
Manage the day to day administration providing an enhanced comprehensive secretarial and administrative service to Oncology Consultants and CNS nurses.
Effective use and knowledge of Trust computerised administration systems (Camis, Mediviewer, Nexus) using VDU on a continuous basis.
Advanced keyboard skills with ability to concentrate for prolonged periods.
Minute taking and audio typing.
Working knowledge and experience of secretarial and administrative procedures and systems both routine and non-routine able to answer queries, utilise skills in problem solving, chasing and progressing queries acquired through prior experience.
Collection and maintenance of sensitive patient data, scanning and photocopying, filing, word processing, in a timely manager ensuring deadlines are met through the ability to prioritise.
Manage all communication effectively (electronic, paper and telephone) in a confidential manner documenting as appropriate and disseminating information received to their intended recipients in an expeditious manner.
Work without direct supervision in a conscientious, professional and diligent manner.
Maintain up to date filing accessing medical records as requested by the role.
Adhere to Trust policies appropriate to role.
Participate in the Trust appraisal.
Work in a cost effective manner ensuring lighting, computers, monitors are switched off when not in use, report faults promptly and ensure confidential waste is disposed of in the appropriate containers.
Ensure compliance with mandatory training.
To work with the Medical Secretarial Team to ensure adequate cover is in place during periods of leave.
Person specification
Key Competencies/Personal Qualities and Attributes
Essential criteria
- Self-motivated.
- Ability to use own initiative.
- Confident to establish and maintain good working relationships at all levels.
- Must be able to understand the needs of patients and deal with them with tact and sensitivity.
Skills
Essential criteria
- Developed attention to detail and accuracy.
- Outstanding organisational skills and the ability to work methodically and prioritise.
- Ability to cope under pressure and meet deadlines.
- Ability to work in a stressful environment.
- Ability to help build effective working relationships at all levels with and outside the hospital.
- Audio typing skills
- Minute taking
Knowledge and Experience
Essential criteria
- Advanced keyboard skills.
- Courteous, tactful and efficient telephone manner.
- Experience of working in a busy office environment working to deadlines and targets..
- Knowledge of a range of secretarial and administrative procedures.
- Very good written and verbal communication skills.
- Proficient in Microsoft packages including Word and Outlook.
- Planning and organisational skills.
- Analytical and judgement skills for problem solving.
- Work well as part of a team.
Desirable criteria
- Knowledge of CAMIS and waiting list management
Qualifications
Essential criteria
- Minimum 3 GCSE at Grade C or above, including English of equivalent.
- RSA 3, Certificate in Medical Secretarial Studies or extensive secretarial experience.
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
- Joanne Ghaut
- Job title
- Admin Manager
- Email address
- [email protected]
- Telephone number
- 01604 544297
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