An opportunity has arisen for an enthusiastic and organised individual within the Division of Surgery at Mid Yorkshire NHS Hospital Trust as an Assistant Medical Secretary.
This is an exciting opportunity to work alongside the surgical team to enhance and support the delivery of patient-centered care within the trust.
Main duties of the job
The ideal candidate will have strong secretarial skills and have attained RSA Level 3 typing/word processing or equivalent qualification, or experience as a minimum. Experience using digital dictation, ECDL qualification, and experience of medical terminology will be an advantage but not essential. An understanding of health-related policies such as confidentiality, safeguarding, and incident reporting will also be beneficial to this role. On-the-job training will be provided initially within general surgery as required for the successful candidate. Strong interpersonal and communication skills are essential as the role requires liaising with Managers, Consultants, junior medical staff, patients, and their carers on a daily basis. In addition, robust organisational skills will be necessary to ensure all patients receive timely, accurate, and efficient communications. The successful candidate will be based within a diverse secretarial team and be required to support each other during periods of absence or increased workloads. Good, supportive team working skills are therefore vital. This position is initially based within the trauma & orthopaedic department. About us
We are an acute trust caring for over one million people in Wakefield and Kirklees. Our 10,000 staff work in patients' homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work. We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust. If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day. Application guidance:
We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. It's important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form. Job responsibilities
To ensure post addressed to the consultant/clinical team is promptly collected, sorted, recorded, and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail. Act as a focal point for the clinical team. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with GPs, other hospitals, patients, internal medical/non-medical staff and medical/non-medical external staff by a variety of means face to face/phone/e-mail/letter/scanning on a daily basis. Assist clinicians with administrative tasks, utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner, in line with service-specific standard operating procedures. To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. To request, cancel and re-arrange appointments when necessary. Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants, and external bodies, referring enquiries to the consultants/clinical team where necessary. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints. Prioritise and ensure clinical investigations are acted upon appropriately and timely, within standard operating procedures and meeting KPIs. Accurate recording of all paper/computerised patient records, updating and amending information timely and within standard operating procedures. Undertake routine or ad hoc data validation as directed. Preparation of documentation for MDTs. Keep an up-to-date and accurate record of patient case notes entering and leaving the department. Sourcing and distribution of case notes to other departments and hospitals File Tracker/relevant IT system. Undertake typing of medical correspondence using copy, digital dictation, and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work. Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases. Responsible for the receipt of referral letters with timely input onto the computerised IT Systems and ensuring that all patients' demographic information is recorded accurately in order to arrange outpatient appointments for clinics in accordance with service-specific requirements. To be responsible for ensuring copies of correspondence are stored in the patients' records in accordance with standard operating procedures. To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required. This could include support to Consultants in their special interests role(s), Clinical Tutor, Child Protection, etc. To be responsible for the confidential management of patient records and ensure that all documentation is returned to the appropriate department timely within standard operating procedures. To be responsible for the preparation of patient records for admission, transfer, and discharge in a timely manner as and when required. The post holder will give relevant assistance and training as and when required to support all colleagues. To carry out general administration duties and provide clerical assistance, as required. To send and receive scanned documents via secure NHS email as per Trust policy. Ensure that all Hospital records are tracked and booked using the trusts File Tracker computer system, or other relevant IT system. Person Specification
Experience
Essential Experience and knowledge of multi-disciplinary team working. Secretarial experience. Experience of working with filing systems. Experience of good customer or patient care. Working with computer software programmes such as Microsoft Office, e-mail and internet. Experience of scheduling/co-ordinating activities and/or resources. Desirable Medical secretarial experience. Previous NHS administrative role. Experience of working with patients requiring health care. Experience with NHS/healthcare software systems. Experience of working with confidential material. Personal Attributes
Essential Confidence and ability to establish effective working relationships. Calm under pressure. Flexible approach to working arrangements. Strong attention to detail and accuracy. Self-motivated. Working within Trust policies and procedures, and referring to Line Manager as appropriate. Appropriate physical skills in accordance with the role requirements speed, accuracy, dexterity. Professional appearance. Patient focused. Desirable Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development) Qualifications
Essential RSA Level 3 typing/word processing or equivalent qualification or experience. Sound educational background (4 GCSEs, grade C or above). Desirable IT qualifications ECDL. Medical Secretary Diploma. Shorthand qualification. Medical terminology. RSA Level 3 typing/word processing or equivalent qualification or experience. Knowledge and awareness
Essential Understanding and knowledge Caldicott/Data Protection Act. Aware of own limitations. Skills and abilities
Essential Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required. Ability to deal with conflict. Good time management skills. Ability to engage and motivate others. High standard of accuracy. High level of initiative. Flexibility and able to adapt to change. Able to work as part of a team. Strong analytical skills. Ability to establish and maintain effective working relationships. Please note that if you are NOT a passport holder of the country for the vacancy you might need a work permit.
Check our Blog for more information. Bank or payment details should not be provided when applying for a job. Eurojobs.com is not responsible for any external website content. All applications should be made via the 'Apply now' button. Created on 22/01/2025 by TN United Kingdom
#J-18808-Ljbffr
The ideal candidate will have strong secretarial skills and have attained RSA Level 3 typing/word processing or equivalent qualification, or experience as a minimum. Experience using digital dictation, ECDL qualification, and experience of medical terminology will be an advantage but not essential. An understanding of health-related policies such as confidentiality, safeguarding, and incident reporting will also be beneficial to this role. On-the-job training will be provided initially within general surgery as required for the successful candidate. Strong interpersonal and communication skills are essential as the role requires liaising with Managers, Consultants, junior medical staff, patients, and their carers on a daily basis. In addition, robust organisational skills will be necessary to ensure all patients receive timely, accurate, and efficient communications. The successful candidate will be based within a diverse secretarial team and be required to support each other during periods of absence or increased workloads. Good, supportive team working skills are therefore vital. This position is initially based within the trauma & orthopaedic department. About us
We are an acute trust caring for over one million people in Wakefield and Kirklees. Our 10,000 staff work in patients' homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work. We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust. If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day. Application guidance:
We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. It's important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form. Job responsibilities
To ensure post addressed to the consultant/clinical team is promptly collected, sorted, recorded, and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail. Act as a focal point for the clinical team. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with GPs, other hospitals, patients, internal medical/non-medical staff and medical/non-medical external staff by a variety of means face to face/phone/e-mail/letter/scanning on a daily basis. Assist clinicians with administrative tasks, utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner, in line with service-specific standard operating procedures. To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. To request, cancel and re-arrange appointments when necessary. Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants, and external bodies, referring enquiries to the consultants/clinical team where necessary. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints. Prioritise and ensure clinical investigations are acted upon appropriately and timely, within standard operating procedures and meeting KPIs. Accurate recording of all paper/computerised patient records, updating and amending information timely and within standard operating procedures. Undertake routine or ad hoc data validation as directed. Preparation of documentation for MDTs. Keep an up-to-date and accurate record of patient case notes entering and leaving the department. Sourcing and distribution of case notes to other departments and hospitals File Tracker/relevant IT system. Undertake typing of medical correspondence using copy, digital dictation, and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work. Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases. Responsible for the receipt of referral letters with timely input onto the computerised IT Systems and ensuring that all patients' demographic information is recorded accurately in order to arrange outpatient appointments for clinics in accordance with service-specific requirements. To be responsible for ensuring copies of correspondence are stored in the patients' records in accordance with standard operating procedures. To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required. This could include support to Consultants in their special interests role(s), Clinical Tutor, Child Protection, etc. To be responsible for the confidential management of patient records and ensure that all documentation is returned to the appropriate department timely within standard operating procedures. To be responsible for the preparation of patient records for admission, transfer, and discharge in a timely manner as and when required. The post holder will give relevant assistance and training as and when required to support all colleagues. To carry out general administration duties and provide clerical assistance, as required. To send and receive scanned documents via secure NHS email as per Trust policy. Ensure that all Hospital records are tracked and booked using the trusts File Tracker computer system, or other relevant IT system. Person Specification
Experience
Essential Experience and knowledge of multi-disciplinary team working. Secretarial experience. Experience of working with filing systems. Experience of good customer or patient care. Working with computer software programmes such as Microsoft Office, e-mail and internet. Experience of scheduling/co-ordinating activities and/or resources. Desirable Medical secretarial experience. Previous NHS administrative role. Experience of working with patients requiring health care. Experience with NHS/healthcare software systems. Experience of working with confidential material. Personal Attributes
Essential Confidence and ability to establish effective working relationships. Calm under pressure. Flexible approach to working arrangements. Strong attention to detail and accuracy. Self-motivated. Working within Trust policies and procedures, and referring to Line Manager as appropriate. Appropriate physical skills in accordance with the role requirements speed, accuracy, dexterity. Professional appearance. Patient focused. Desirable Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development) Qualifications
Essential RSA Level 3 typing/word processing or equivalent qualification or experience. Sound educational background (4 GCSEs, grade C or above). Desirable IT qualifications ECDL. Medical Secretary Diploma. Shorthand qualification. Medical terminology. RSA Level 3 typing/word processing or equivalent qualification or experience. Knowledge and awareness
Essential Understanding and knowledge Caldicott/Data Protection Act. Aware of own limitations. Skills and abilities
Essential Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required. Ability to deal with conflict. Good time management skills. Ability to engage and motivate others. High standard of accuracy. High level of initiative. Flexibility and able to adapt to change. Able to work as part of a team. Strong analytical skills. Ability to establish and maintain effective working relationships. Please note that if you are NOT a passport holder of the country for the vacancy you might need a work permit.
Check our Blog for more information. Bank or payment details should not be provided when applying for a job. Eurojobs.com is not responsible for any external website content. All applications should be made via the 'Apply now' button. Created on 22/01/2025 by TN United Kingdom
#J-18808-Ljbffr
