Medical Secretary inWakefield inWakefield PUBLISHED MON 28 OCT 2024

An exciting opportunity has arisen for a permanent Medical Secretary within the Community Paediatrics Service. The successful candidates will provide effective/efficient administration support within the Community Paediatric department, the post will be based at Pinderfields Hospital, Wakefield.

We are looking for a highly motivated individual to provide a high standard of audio typing / clerical support. The successful candidate must be able to work using their own initiative, but also as part of a team.

We offer support through a structured period of induction, and opportunities for professional development in a supportive environment.

General secretarial duties will include the typing of correspondence, clinic letters, Medical Reports, dealing with telephone enquiries, booking clinic appointments and supporting the 18wk referral to treatment targets. We are looking for a highly motivated, flexible and hard working person.

Excellent communication and administrative skills are essential for this role, along with a keen eye for accuracy and detail. Organisational skills are also essential. Consultant diaries and associated clinical activity must be kept up to date to ensure the service we provide to our patients runs smoothly and efficiently.

A working knowledge of general office procedures and Microsoft packages is required, but full training will be given in the use of SystmOne, previous knowledge would be advantagous as would the use of medical terminology.

About us

To ensure post addressed to the clinical/management 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/management team. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with members of the public, external bodies/agencies and internal staff of all levels by a variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis. 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.

Assist clinical/management teams 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 undertake diary management, arrange appointments, schedules, venues (equipment and facilities) and resolve any conflicting appointments as required.

Prioritise and ensure requests are acted upon in an appropriate and timely manner, within standard operating procedures and meeting KPIs.

Accurate recording of all paper/computerised records, updating and amending information timely and within standard operating procedures.

Undertake routine or ad hoc data validation as directed.

Preparation/circulation of documentation for meetings/within prescribed timescales.

Preparation of other documents, e.g. policies, procedures, presentations.

preparation of orders and receiving of goods/services in order to maintain efficient running of the service.

Undertake typing of correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include letters, reports, minutes of meetings and other administrative work.

Keep appropriate statistical records/information as and when required for the clinical/management team. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases.

To be responsible for ensuring copies of correspondence are stored 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.

To be responsible for the confidential management of records and ensure that all documentation is returned to the appropriate department in a timely manner and within standard operating procedures.

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 faxes in a safe haven environment as per Trust policy.