Medical Secretary

Job description

Job summary

At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.

* Please note a job share will be considered *

Main duties of the job

The post holder is required to provide comprehensive secretarial, waiting list management and administrative support to medical and nursing staff within the Palliative Care Team. They will assist medical and nursing colleagues with a wide range of service and functions. This includes dealing with enquiries direct from staff, patients and members of the public ; processing of referrals; communicating appointment related information to patients/carers; co-ordinating the Palliative Care MDT, and supporting with a variety of team matters and procedures. The role is primarily office based.

About us

University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.

All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.

UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust.

At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.

Job description

Job responsibilities

Perform a range of general office duties: filing, storage of information, photocopying, faxes and e-mail transmissionCompetent in IT Systems / processesMaintenance of computerised and manual information systems/ recordsAppointment scheduling /Proactive management of Consultant outpatient waiting times and listsCompile Medical Staff rotasThe post holder will have contact with other members of the secretarial and admin teams, and the clinic team, including Consultants. The ability to communicate effectively with different members of the multidisciplinary team is essential.The post holder is required to provide comprehensive secretarial, waiting list management and administrative support to medical and nursing staff within the Palliative Care Team. They will assist medical and nursing colleagues with a wide range of service and functions. This includes dealing with enquiries direct from staff, patients and members of the public ; processing of referrals; communicating appointment related information to patients/carers; co-ordinating the Palliative Care MDT, and supporting with a variety of team matters and procedures. The role is primarily office based, although some aspects of non- direct patient care and education are required.Lead on weekly Palliative Care MDT preparation, document outcomes of same and disseminate outcomes accordinglyResponsible for the management of placement allocation requests with the team, provision of information packs and compilation of feedback questionnaires.Arrange various meetings, room bookings and manage the team diaryTake formal minutes of meetings using the agreed templates and share these in a timely mannerOrder stationary stock and office supplies.This includes the maintenance of adequate stock of Memory boxes, Condolence cards and Specialist Palliative Care Team information packsMaintain the Condolence Cards Register and subsequent writing and posting of these on a weekly basisResponsible for the distribution, stock monitoring and retrieval of T34 McKinley pumps at UHNM, ensuring timely discharge and symptom control.Ensure incoming and outgoing correspondence (both routine and non-routine) are dealt with in a timely manner. Judgement and information analysis will need to be exercised when dealing with enquiries, including when to escalate cases to the nursing or medical members of the team or community colleaguesTo collect statistical information and reports as requested. This includes sharing data with the integrated care board quarterly and compiling figures for the palliative care team annual reportRequired to manage own diary, prioritizing own workload in order to meet the demands of the needs of own service as well as those of departments/ wards, often working under pressure in a busy office environmentA large proportion of this role will be office based working; there may be occasions when the post holder will be expected to visit clinical areasAct as first point of contact for distressed staff members, relatives or members of the public who contact the Specialist Palliative Care team at UHNMThere is a requirement to exchange sensitive, complex and emotive verbal and written information with patients, staff and carers which requires tact and diplomacyThe post requires a combination of an often unpredictable work pattern and frequentdeadlines to achieveSupport the team with the delivery and evaluation of education events- responsible for the management of queries, bookings, and compilation of feedback

Job description
Job responsibilities

Perform a range of general office duties: filing, storage of information, photocopying, faxes and e-mail transmissionCompetent in IT Systems / processesMaintenance of computerised and manual information systems/ recordsAppointment scheduling /Proactive management of Consultant outpatient waiting times and listsCompile Medical Staff rotasThe post holder will have contact with other members of the secretarial and admin teams, and the clinic team, including Consultants. The ability to communicate effectively with different members of the multidisciplinary team is essential.The post holder is required to provide comprehensive secretarial, waiting list management and administrative support to medical and nursing staff within the Palliative Care Team. They will assist medical and nursing colleagues with a wide range of service and functions. This includes dealing with enquiries direct from staff, patients and members of the public ; processing of referrals; communicating appointment related information to patients/carers; co-ordinating the Palliative Care MDT, and supporting with a variety of team matters and procedures. The role is primarily office based, although some aspects of non- direct patient care and education are required.Lead on weekly Palliative Care MDT preparation, document outcomes of same and disseminate outcomes accordinglyResponsible for the management of placement allocation requests with the team, provision of information packs and compilation of feedback questionnaires.Arrange various meetings, room bookings and manage the team diaryTake formal minutes of meetings using the agreed templates and share these in a timely mannerOrder stationary stock and office supplies.This includes the maintenance of adequate stock of Memory boxes, Condolence cards and Specialist Palliative Care Team information packsMaintain the Condolence Cards Register and subsequent writing and posting of these on a weekly basisResponsible for the distribution, stock monitoring and retrieval of T34 McKinley pumps at UHNM, ensuring timely discharge and symptom control.Ensure incoming and outgoing correspondence (both routine and non-routine) are dealt with in a timely manner. Judgement and information analysis will need to be exercised when dealing with enquiries, including when to escalate cases to the nursing or medical members of the team or community colleaguesTo collect statistical information and reports as requested. This includes sharing data with the integrated care board quarterly and compiling figures for the palliative care team annual reportRequired to manage own diary, prioritizing own workload in order to meet the demands of the needs of own service as well as those of departments/ wards, often working under pressure in a busy office environmentA large proportion of this role will be office based working; there may be occasions when the post holder will be expected to visit clinical areasAct as first point of contact for distressed staff members, relatives or members of the public who contact the Specialist Palliative Care team at UHNMThere is a requirement to exchange sensitive, complex and emotive verbal and written information with patients, staff and carers which requires tact and diplomacyThe post requires a combination of an often unpredictable work pattern and frequentdeadlines to achieveSupport the team with the delivery and evaluation of education events- responsible for the management of queries, bookings, and compilation of feedback

Person Specification

Qualifications

Essential

• English and Maths GCSE or Equivalent
• NVQ Level 2 in Business Administration or equivalent

Knowledge and skills

Essential

• Knowledge of patient administration and other related systems including Iportal and MedOnc
• Previous patient/ carer facing role in health care setting
• Minimum of a years' experience in an environment relevant to the speciality of palliative care oAdmin/clerical/secretarial background
• Admin/clerical/secretarial background
• Working with patients/ carers and other health care professionals in an area that is emotionally sensitive (e.g loss, dying, death and bereavement)

Person Specification
Qualifications

Essential

• English and Maths GCSE or Equivalent
• NVQ Level 2 in Business Administration or equivalent

Knowledge and skills

Essential

• Knowledge of patient administration and other related systems including Iportal and MedOnc
• Previous patient/ carer facing role in health care setting
• Minimum of a years' experience in an environment relevant to the speciality of palliative care oAdmin/clerical/secretarial background
• Admin/clerical/secretarial background
• Working with patients/ carers and other health care professionals in an area that is emotionally sensitive (e.g loss, dying, death and bereavement)

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 .

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. .

Additional information
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 .

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. .

Employer details

Employer name

University Hospital of North Midlands NHS Trust
Address

UHNM Royal Stoke

Newcastle Road

SOT

ST46QG

United Kingdom

Employer's website