About this role
Job summary
To provide a general clerical/secretarial support for the Head & Neck secretaries and consultants. To facilitate audio-transcription of clinic letters, results and discharge letters, and to provide a general clerical service and support throughout the department.
The post holder will be required to work as part of a team providing cross cover during periods of staff absence.
The Support Medical Secretary will provide a comprehensive, professional audio/digital transcription service to the Trust, undertaking administrative and clerical duties where required. The post holder will be required to work as part of a team providing cross cover during periods of staff absence. Working with senior staff to ensure Trust wide and Divisional objectives are met, is pivotal to this role.
Main duties of the job
Deal with telephone enquiries in an efficient, tactful, and diplomatic manner, ensuring that any messages are passed on quickly.
Liaise with relevant departments to ensure that any further actions/appointments are requested following transcription of clinical correspondence.
The post holder will provide medical transcription and administrative support on attachment to clinical teams; guided by standard operating procedures.
Provide non-clinical advice and information to patients/clients/relatives; exercising judgement when dealing with enquiries, analysing, and resolving appointment/admission schedule issues.
Bring to the attention of the medical secretaries any investigations, results that are pending and require action following transcription of clinical correspondence.
About us
Blackpool Teaching Hospitals NHS Foundation Trust is ideally situated just a forty five minute drive from Manchester. The Trust provides services to the 440,000 residents of Blackpool, Fylde & Wyre and North Lancashire, as well as specialist tertiary care for Cardiac and Haematology patients.
As one of the United Kingdom's largest coastal resort, Blackpool has plenty to offer its residents -it's not just a good place to work; it's a great place to live. In addition to its bustling centre and historic seafront, the town is world famous for its many attractions, including the famous Blackpool Tower. Blackpool also offers a number of scenic cycling routes round our local parks and across the surrounding countryside, as well as boasting panoramic views of the coast on its picturesque Promenade. Further afield, Blackpool also benefits from less than three-hour connections via rail to Edinburgh in the north and London in the south.
Job description Job responsibilities
Please ensure that you have read the attached Job Description and Person Specification before submitting your application.
Collect and sort incoming mail to be actioned by medical secretary/consultant or other healthcare professionals.
Undertake routine office duties including electronic case note tracking, photocopying, and filing of correspondence and results and maintenance of records when required.
Personal
Participate in ensuring the effective use of all financial resources in delivering the service.
Assist in the maintenance and ordering of stationery/stock items within the team.
Contribute to the design and amendment of new template letters used for clinical communications as required.
Participate in mentoring arrangements, with designated staff.
Fully participate in the Trusts appraisal system and personal development planning process on an annual basis.
Assist in new staff induction together with the identification and support of their training requirements to include supervision of apprentices demonstrating own duties to less experienced staff.
Maintain accurate, timely and legible records in accordance with Trust policy when accessing Trust Patient Information Systems to include MAXIMS, NEXUS, G2/Speech Exec and Email.
Provide cover for the work of absent Medical Secretaries, across all Scheduled Care Departments, when necessary.
General
Implement Trust policies and comment on departmental procedures and guidelines.
Ensure compliance with the Mandatory Training Programme in accordance with Trust policy.
Compliance with the Data Protection Act 1998 and Information Governance the post holder is not entitled to use for their own benefit or gain, or to divulge to any persons, firm, or other organisation whatsoever, any confidential information belonging to the Trust or relating to the Trusts affairs or dealings which may come to their knowledge during employment.
Participate in service development projects undertaking staff surveys or audits as necessary to own work.
Person Specification
QUALIFICATIONS Essential
Word processing - Qualified to RSA III/NVQ level 3 or equivalent qualification/demonstrable skills ECDL or equivalent qualification/demonstrable skills/experience NVQ level 2 business administration
Desirable
City and Guilds Certificate in Medical Terminology, or equivalent demonstrable skills/experience
EXPERIENCE Essential
Knowledge of Microsoft Office Programmes Experience of successfully working within tight time frames and to deadlines
Desirable
Experience of providing secretarial services in a hospital environment Experience of using NHS IM&T systems for data entry Experience of using digital dictation systems Experience of medical audio typing
SKILLS/ ATTRIBUTES Essential
Ability to communicate in a clear and concise manner Good numerical skills Good command and understanding of English, punctuation and grammar
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 Blackpool Teaching Hospitals NHS Foundation Trust
Address Blackpool Teaching Hospitals NHS Trust
Whinney Heys Road
Blackpool
FY3 8NR
United Kingdom
Employer's website https://www.blackpoolteachinghospitals.nhs.uk/ (Opens in a new tab)