About this role
Job summary
We are looking for an enthusiastic and highly organised Medical Secretary to join our Anaesthetic and Critical Care Department.
This is a busy and varied role providing essential administrative support to Consultants and the wider medical team.
The successful candidate will be proactive, flexible and able to work effectively in a fast-paced environment. You will need excellent organisational and communication skills, attention to detail and the ability to manage competing priorities while working both independently and as part of a team.
Previous experience of managing or supporting medical rotas would be highly desirable, along with experience of working within a medical secretarial, administrative or healthcare environment. Experience of coordinating medical staffing, leave, sickness and rota changes would also be advantageous. The post will be based at Burnley General Hospital, with flexibility required to provide cross-site cover at Royal Blackburn Hospital as necessary.
Main duties of the job
Supporting the management and coordination of medical staff rotas, ensuring appropriate cover is maintained across the department. Recording and coordinating annual leave, study leave, sickness absence, rota changes and swaps using CLW, HealthRoster and other relevant systems. Identifying medical staffing gaps and assisting with the coordination of cover for sickness, additional theatre sessions, emergency pressures and other short-notice changes. Liaising with Consultants, Rota Masters and Medical Staffing to support appropriate departmental and on-call medical cover. Supporting the coordination and administration of Obstetric Pre-Assessment Clinics. Attending and providing administrative support to weekly theatre scheduling meetings. Processing and maintaining accurate records of extra-duty claims and other medical staffing documentation. Coordinating the administration and departmental induction of trainee doctors, locums, new Consultants and other medical staff.
About us
When you walk through the door, one of the first things you'll notice is that the organisation is full of talented people. Not just in the fields of medicine, nursing or diagnostics but in every part of the organisation. Professional and committed people who are all working together in an open and supportive culture.
We don't just look at you for who you are now; we look at you for who you could be in the future. We take training seriously, and encourage you to do the same. We want staff to develop their capabilities to the full with a range of learning and development opportunities.
To enable the Trust and its employees to exceed expectations and to achieve corporate and service aims and objectives, we need to recruit, develop and retain skilled and motivated people through effective people management and development, leading to a high performance culture.
Job description Job responsibilities
1. Provide comprehensive secretarial and administrative support to the Anaesthetic, Critical Care and Acute Pain Directorate, ensuring the efficient operation of departmental services.
2. Work independently and use initiative to manage workloads effectively, escalating issues to the Clinical Director, Consultants, or appropriate leads when necessary.
3. Manage and maintain the departmental medical staff rota using the CLW system, ensuring all duties are covered and that rota changes, swaps, annual leave, study leave, sickness absence, and other amendments are accurately recorded and updated.
4. Support the management of rotas across all areas of the department, ensuring staffing gaps are identified and covered appropriately to maintain safe service provision.
5. Arrange and coordinate cover for additional theatre sessions, emergency pressures, sickness absence, and other staffing changes as required.
6. Liaise with Rota Masters, Consultants, medical staffing teams, to ensure adequate departmental and on-call cover is maintained at all times.
7. Administer and process extra duty claims in accordance with Trust procedures and maintain accurate records.
8. Coordinate and manage Obstetric Pre-Assessment Clinics, including booking appointments and liaising with relevant clinical staff.
Person Specification
Qualifications Essential
GCSE (or equivalent) in English Language & Maths - Grade C or above. RSA II Typing or equivalent standard ECDL or equivalent
Experience Essential
Extensive experience of administration in an office-based environment. Experience in establishing/maintaining robust office systems Extensive experience of information technology systems (e.g. Word, Excel, Email, Access, PowerPoint, Outlook) Excellent organisational skills/experience in management of self and others
Desirable
Knowledge and experience of medical Rota Knowledge of EWTD
Knowledge and Skills Essential
Ability to multi-task whilst dealing with constant interruptions. Ability to understand, absorb and comply with detailed procedures. Experience of developing and maintaining good working relationships at all levels. Understanding and commitment to the need for confidentiality Excellent communication and interpersonal skills. Excellent organisational, time management skills with the ability to prioritise workload and take initiative Willingness and ability to learn new IT skills and technology Ability to remain calm and work efficiently under pressure with a flexible approach to work
Personal Attributes Essential
Friendly and caring manner Takes responsibility for own actions and promotes good team working Treats others with courtesy and respect at all times
Other Essential
Flexibility regarding hours as these may change due to the development of services.
Desirable
Car owner/driver
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name East Lancashire Hospitals NHS Trust
Address Burnley General Teaching Hospital
Casterton Avenue/Briercliffe Road
Burnley
BB10 2PQ
United Kingdom
Employer's website http://jobs.elht.nhs.uk/ (Opens in a new tab)