Support Medical Secretary Urology

Job description

Job summary

An exciting opportunity has arisen within the Surgery Division for a highly motivated and enthusiastic individual to join the Urology Admin team at Worcestershire Acute Hospitals, as a Support Medical Secretary working 37.5 hours per week.

We are looking for a conscientious and adaptable person to work within the service. As part of the team, you will be helping to provide an efficient and comprehensive secretarial service to the Consultants, Specialty Registrars and nursing teams within Urology. Experience of providing administrative support is essential.

Previous experience in a healthcare setting would be advantageous, however, full training will be given on our in-house IT systems and processes.

Applicants should be able to demonstrate excellent organisational skills, the ability to work on their own initiative as well as part pf a team along with an ability to prioritise and problem solve. The role would ideally suit candidates who wish to embark on a career in healthcare administration and are keen to learn.

Main duties of the job

To provide administrative assistance and secretarial support to the Consultants and Senior medical staff within the urology Directorate.

To prioritise workload as appropriate and to familiarize his / herself with all aspects of office procedures in order to facilitate the day to day running of the office.

To type Urology clinical staff correspondence, e.g. transcribe digital dictation.

To generate operation notes and letters, discharge summaries and other official correspondence, including self-generated non-routine correspondence if required.

To deal with day-to-day incoming mail according to the office policy, assigning priority and/or taking any necessary action without reference to consultant staff if necessary.

To assist in the management of waiting lists by :-

Ensuring that patient details are entered correctly onto waiting lists.

Ensuring information on the patient administration system is up to date at all times.

Ensuring medical records are made available to the relevant departments.

To observe absolute confidentiality of all information obtained in the course of your work.

To participate in the collection and transmission of information to enable the Directorate to meet its objectives.

To undertake any other duties as required by the Directorate Support Manager in accordance with the needs of the service.

About us

Worcestershire Acute Hospitals NHS Trust is a largeacute and specialised hospital trust that provides a range of local acuteservices to the residents of Worcestershire and more specialised services to alarger population in Herefordshire and beyond.

The Trust operates hospital-based services fromthree sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and ourcaring staff are recognised as providing good and outstanding patient-centredcare. You could be one of them.

We are committed to recruiting the best people towork with us. Our values, which we ask all staff to demonstrate, underpin oureveryday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewiseaccreditation - this means we are committed to embedding flexible workingwithin our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring aDBS check as part of their employment check will have the cost of this check(at the current rate) deducted from their salary. Please see link in SupportingInformation section for more details on DBS checks and costs.

Job description

Job responsibilities

Post Title: Support Medical Secretary

Pay Band: 3

Hours: 37.5

Contract: Fixed term

Location / Department: Urology

Accountable to: Directorate Support Officer

Key Working Relationships:

Internal: Directorate Management team, Consultant medical staff & CNS, medical secretaries, receptionists, ward clerks, ward and departmental staff

External: Patients / Carers, General Practices, other providers

Risk Assessment:

Works with display screen equipment for prolonged periods.

Involves manual handling activities.

Sitting for prolonged periods

Job Purpose:

To provide administrative assistance and secretarial support to the Consultants and Senior medical staff

Key Duties:

To provide administrative assistance and secretarial support to the Consultants and Senior medical staff within the urology Directorate.

To prioritise workload as appropriate and to familiarize his / herself with all aspects of office procedures in order to facilitate the day to day running of the office.

To type Urology clinical staff correspondence, e.g. transcribe digital dictation.

To generate operation notes and letters, discharge summaries and other official correspondence, including self-generated non-routine correspondence if required.

To deal with day-to-day incoming mail according to the office policy, assigning priority and/or taking any necessary action without reference to consultant staff if necessary.

To assist in the management of waiting lists by :-

Ensuring that patient details are entered correctly onto waiting lists.

Liaising with admissions office staff to ensure patients are sent for to come into hospital.

Ensuring information on the patient administration system is up to date at all times.

Ensuring medical records are made available to the relevant departments.

To assist with the validation of patients awaiting outpatient and inpatient attendance.

To be familiar with the requirement for the recording of patient details in relation to the 18 week pathway.

To be familiar with the National and Local 18 week initiative / objectives / requirements.

To be familiar with the National Cancer targets & local best practice pathways.

To book appointments for clinic & diagnostic procedures.

To maintain patients records and track notes electronically in a manner acceptable to the trust.

To ensure that patients case notes are maintained in good order, including appropriate filing of results and correspondence.

To be responsible for the monitoring of investigation dates and results and bringing these to the attention of the relevant Consultant.

To observe absolute confidentiality of all information obtained in the course of your work.

To participate in the collection and transmission of information to enable the Directorate to meet its objectives.

To familiarize his / herself with the Trust Information Systems and any changes in the facility of the systems.

To undertake any other duties as required by the Directorate Support Manager in accordance with the needs of the service.

Vision and Values:

The Trust aims to provide local services for local people. It has developed its vision to reflect this commitment.

To continue to be the major provider of acute/specialist services for the people of Worcestershire (and wider) with a strong reputation for providing outstanding, high quality, reliable, accessible and integrated healthcare for local people

Job description
Job responsibilities

Post Title: Support Medical Secretary

Pay Band: 3

Hours: 37.5

Contract: Fixed term

Location / Department: Urology

Accountable to: Directorate Support Officer

Key Working Relationships:

Internal: Directorate Management team, Consultant medical staff & CNS, medical secretaries, receptionists, ward clerks, ward and departmental staff

External: Patients / Carers, General Practices, other providers

Risk Assessment:

Works with display screen equipment for prolonged periods.

Involves manual handling activities.

Sitting for prolonged periods

Job Purpose:

To provide administrative assistance and secretarial support to the Consultants and Senior medical staff

Key Duties:

To provide administrative assistance and secretarial support to the Consultants and Senior medical staff within the urology Directorate.

To prioritise workload as appropriate and to familiarize his / herself with all aspects of office procedures in order to facilitate the day to day running of the office.

To type Urology clinical staff correspondence, e.g. transcribe digital dictation.

To generate operation notes and letters, discharge summaries and other official correspondence, including self-generated non-routine correspondence if required.

To deal with day-to-day incoming mail according to the office policy, assigning priority and/or taking any necessary action without reference to consultant staff if necessary.

To assist in the management of waiting lists by :-

Ensuring that patient details are entered correctly onto waiting lists.

Liaising with admissions office staff to ensure patients are sent for to come into hospital.

Ensuring information on the patient administration system is up to date at all times.

Ensuring medical records are made available to the relevant departments.

To assist with the validation of patients awaiting outpatient and inpatient attendance.

To be familiar with the requirement for the recording of patient details in relation to the 18 week pathway.

To be familiar with the National and Local 18 week initiative / objectives / requirements.

To be familiar with the National Cancer targets & local best practice pathways.

To book appointments for clinic & diagnostic procedures.

To maintain patients records and track notes electronically in a manner acceptable to the trust.

To ensure that patients case notes are maintained in good order, including appropriate filing of results and correspondence.

To be responsible for the monitoring of investigation dates and results and bringing these to the attention of the relevant Consultant.

To observe absolute confidentiality of all information obtained in the course of your work.

To participate in the collection and transmission of information to enable the Directorate to meet its objectives.

To familiarize his / herself with the Trust Information Systems and any changes in the facility of the systems.

To undertake any other duties as required by the Directorate Support Manager in accordance with the needs of the service.

Vision and Values:

The Trust aims to provide local services for local people. It has developed its vision to reflect this commitment.

To continue to be the major provider of acute/specialist services for the people of Worcestershire (and wider) with a strong reputation for providing outstanding, high quality, reliable, accessible and integrated healthcare for local people

Person Specification

Experience

Essential

• Previous medical secretarial / hospital experience
• Previous experience working in a busy office
• Previous experience of dealing with members of the public

Desirable

• Knowledge of NHS systems
• Working knowledge of PAS / Bluespier / CLIP

Skills / Knowledge

Essential

• Self-reliant, ability to work independently and as part of a team
• Good computer skills
• Working knowledge of Microsoft Office
• Good telephone skills
• Excellent verbal and written communication skills
• Good organisational skills

Qualifications

Essential

• GCSE English and Maths at Grade C or above, or equivalent

Desirable

• AMSPAR qualification or working towards AMSPAR medical terminology qualification

Person Specification
Experience

Essential

• Previous medical secretarial / hospital experience
• Previous experience working in a busy office
• Previous experience of dealing with members of the public

Desirable

• Knowledge of NHS systems
• Working knowledge of PAS / Bluespier / CLIP

Skills / Knowledge

Essential

• Self-reliant, ability to work independently and as part of a team
• Good computer skills
• Working knowledge of Microsoft Office
• Good telephone skills
• Excellent verbal and written communication skills
• Good organisational skills

Qualifications

Essential

• GCSE English and Maths at Grade C or above, or equivalent

Desirable

• AMSPAR qualification or working towards AMSPAR medical terminology qualification

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.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust
Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

United Kingdom

Employer's website