An experienced, hard-working, team-oriented secretary is sought to join the Paediatric team. Experience of using Camis and SystmOne would be beneficial, but training can be given.
The successful applicant will be part of a team responsible for providing secretarial support in Paediatrics, including audio typing of correspondence, organising appointments, diary management, and related administrative duties.
The post is for 32 hours per week based at Pinderfields General Hospital, working over four or five days per week, Monday - Friday.
The nature of the work can be extremely sensitive, and candidates should have a full understanding of confidentiality and of dealing with vulnerable patients.
Main duties of the job
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 i.e. face to face/phone/e-mail/letter/faxes on a daily basis.
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.
Undertake typing of medical correspondence using copy, audio tapes, and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports, and other administrative work.
About us We are an acute trust caring for over half a 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.
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.
Assist clinicians with administrative tasks, e.g. 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.
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.
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), e.g. 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.
Ensure that all Hospital records are tracked and booked using the Trust's File Tracker computer system, or other relevant IT system.
Person Specification Experience
Proven ability of working on own initiative
Ability to organise self, working to deadlines and ensuring quality standards
Experience and knowledge of Multi-disciplinary team working
Secretarial experience
Experience of working with filing systems
Experience of good customer or patient care
Work with computer software programmes such as Microsoft Office, e-mail and internet
Experience of scheduling/co-ordination activities and/or resources
Medical secretarial experience
Previous NHS administrative role
Experience of working with patients requiring health care
Experience with NHS software systems such as File Tracker and PAS System 1
Experience of working with confidential material
Knowledge and Awareness
Sensitive to confidential environment
Understanding and knowledge of work policies and procedures (Caldicott/Data Protection Act)
Awareness of own limitations.
Knowledge of Trust Policies
Understanding of NHS Confidentiality issues
Awareness of Health & Safety issues
Awareness of Moving & Handling issues.
Qualifications
RSA Level 3 typing/word processing or equivalent
Sound educational background (4 GCSEs, grade C or above)
ECDL computer course
Medical Secretary Diploma
Shorthand Qualification Medical Terminology
Personal Attributes
Confidence and ability to establish effective working relationships
Calm under pressure
Flexible approach to working arrangements
Analytical skills
Strong attention to detail and accuracy
Self motivated
Planning ability
Organisational skills
Judgement
Decision making ability, working within Trust policies and standard operating procedures, and escalating to Line Manager as appropriate
Appropriate physical skills in accordance to the role requirements e.g. Speed, accuracy, dexterity
Professional appearance
Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development)
Skills and Abilities
Ability to:
Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required
Demonstrate knowledge of dealing with public/conflict
Demonstrate a caring manner with an understanding disposition
Ability to organise self, working to deadlines and ensuring quality standards
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
Ability to deal with irate and worried people accessing the service
Time management skills or experience of working with a busy/demanding environment
Knowledge of Trust/Patient Access Policy/Medical Records Policies
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The successful applicant will be part of a team responsible for providing secretarial support in Paediatrics, including audio typing of correspondence, organising appointments, diary management, and related administrative duties.
The post is for 32 hours per week based at Pinderfields General Hospital, working over four or five days per week, Monday - Friday.
The nature of the work can be extremely sensitive, and candidates should have a full understanding of confidentiality and of dealing with vulnerable patients.
Main duties of the job
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 i.e. face to face/phone/e-mail/letter/faxes on a daily basis.
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.
Undertake typing of medical correspondence using copy, audio tapes, and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports, and other administrative work.
About us We are an acute trust caring for over half a 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.
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.
Assist clinicians with administrative tasks, e.g. 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.
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.
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), e.g. 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.
Ensure that all Hospital records are tracked and booked using the Trust's File Tracker computer system, or other relevant IT system.
Person Specification Experience
Proven ability of working on own initiative
Ability to organise self, working to deadlines and ensuring quality standards
Experience and knowledge of Multi-disciplinary team working
Secretarial experience
Experience of working with filing systems
Experience of good customer or patient care
Work with computer software programmes such as Microsoft Office, e-mail and internet
Experience of scheduling/co-ordination activities and/or resources
Medical secretarial experience
Previous NHS administrative role
Experience of working with patients requiring health care
Experience with NHS software systems such as File Tracker and PAS System 1
Experience of working with confidential material
Knowledge and Awareness
Sensitive to confidential environment
Understanding and knowledge of work policies and procedures (Caldicott/Data Protection Act)
Awareness of own limitations.
Knowledge of Trust Policies
Understanding of NHS Confidentiality issues
Awareness of Health & Safety issues
Awareness of Moving & Handling issues.
Qualifications
RSA Level 3 typing/word processing or equivalent
Sound educational background (4 GCSEs, grade C or above)
ECDL computer course
Medical Secretary Diploma
Shorthand Qualification Medical Terminology
Personal Attributes
Confidence and ability to establish effective working relationships
Calm under pressure
Flexible approach to working arrangements
Analytical skills
Strong attention to detail and accuracy
Self motivated
Planning ability
Organisational skills
Judgement
Decision making ability, working within Trust policies and standard operating procedures, and escalating to Line Manager as appropriate
Appropriate physical skills in accordance to the role requirements e.g. Speed, accuracy, dexterity
Professional appearance
Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development)
Skills and Abilities
Ability to:
Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required
Demonstrate knowledge of dealing with public/conflict
Demonstrate a caring manner with an understanding disposition
Ability to organise self, working to deadlines and ensuring quality standards
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
Ability to deal with irate and worried people accessing the service
Time management skills or experience of working with a busy/demanding environment
Knowledge of Trust/Patient Access Policy/Medical Records Policies
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