About this role
Job summary
Haematology & Oncology Medical Secretary - Band 4
A vacancy has arisen for an experienced medical secretary to work in the Haematology & Oncology Department as part of a pooled team of secretaries and support staff. The position is full time, 37.5 hrs per week.
You will provide a professional secretarial service for the team of Haematology Consultants as well as the Haematology and Oncology departments.
WHO WE ARE:
Kettering General Hospital NHS Trust is a medium-sized district general hospital which provides a wide range of services to about 300,000 people in North Northamptonshire.
WHERE WE ARE:
Kettering offers great access to all of the beautiful Northamptonshire countryside. It has excellent road and rail network links to and from London, the East Midlands and Birmingham and the hospital is just off the A14 giving easy access to the M1/M6.
Main duties of the job
You will provide a comprehensive secretarial service to the Consultant Haematologists. You will be expected to keep on top of typing workloads, organise and reschedule Haematology clinics and special Haematological investigations, for in-patients and out-patients. Organise in-patient treatment for patients, discharge summaries and follow-up appointments when required.
Work as part of the Haematology Medical Secretarial team providing secretarial cover for colleagues as required during holiday periods and sick leave
To liaise with other departments and clients.
To be a pro-active team player working as part of a pooled team of Medical Secretaries and support staff.
About us
Please submit your application as soon as possible, as we reserve the right to close adverts once sufficient applications have been received.We recognise that AI tools can be helpful when drafting job applications; however, we ask candidates to keep their use to a minimum. Your responses should reflect your own experiences, skills and knowledge. Over-reliance on AI-generated content may result in responses that are generic or do not accurately represent your abilities.University Hospitals of Northamptonshire (UHN) was formed through the grouping of Kettering General Hospital NHS Foundation Trust and Northampton General Hospital NHS Trust. As one group, we are on a journey to improve services for our communities by working collaboratively, modernising the way we deliver care and continually striving for excellence.Working together allows us to share expertise, strengthen services and create greater opportunities . There may be a requirement to work across our hospital sites depending on service needs.Our Excellence Values: Compassion, Accountability, Respect, Integrity and Courage.UHN welcomes applications from people from all protected groups and is committed to creating an inclusive working environment. We are proud signatories of the Armed Forces Covenant and have achieved the Gold Award under the Armed Forces Employer Recognition Scheme. Our active staff networks support colleagues from all backgrounds and help ensure everyone feels valued here at UHN
Job description Job responsibilities
First point of contact for all forms of communication for the Consultant Haematologists and team.
To deal with telephone enquiries from key contacts, liaise with internal and external sources to resolve any problems, queries or complaints, which may be from distressed patients/relatives and may include dealing with delicate situations, using own judgement regarding escalation. Taking down telephone messages in shorthand and taking relevant action.
Manage own workload and work as part of the Haematology Medical Secretarial pooled team providing support and cover for colleagues as necessary.
Maintain diaries, assist in scheduling Consultant workload, and liaise with other relevant parties concerning the planning and re-scheduling of work as necessary.
Ensure Consultant is aware of key diary dates including committee dates and appropriate minutes are available.
Ensure word processing of all documents relevant to Consultants work, clinical and non-clinical, including BigHand dictation, prioritising workload effectively. (Urgent letters to be typed within 24 hours; 14-day turn-round target for routine letters.)
Recording annual leave and sick leave ensuring wards and departments are aware of Consultants annual leave dates.
Ensure junior medical staff attend clinical commitments as necessary.
Allocate and organise junior medical staff administrative workload, ensuring timely response in the interest of patient care.
Compile and review office protocols, modifying working practices where necessary, ensuring that protocols are up to date and contain all relevant procedures within individual offices to support any relief medical secretaries, clerical staff and new staff who may be required to support the office.
Open post and prioritise for the Consultants, dealing with any matters not requiring the Consultants attention.
Ensure all investigations and test results are checked by the Consultant, or an appropriate member of their team. Ensure all known abnormal or urgent results are brought to the attention of the consultant, or an appropriate member of their team; ensuring urgent action is taken as appropriate and add to MDT if agreed by consultant for discussion and management/treatment plan.
Ensure that accurate copies of correspondence, x-rays, pathology and other investigative reports are accurately filed in medical records case notes, following laid down guidelines.
Prepare clinics as required and produce after-clinic correspondence.
To ensure that correspondence is despatched electronically to GP surgeries in line with agreed Trust benchmarks and in the interest of patient care.
Ensure RTT coding is correct before returning medical notes to Medical Records for filing.
Arrange for bone marrow and trephine biopsies, either as an in-patient/out-patient and arrange follow-up if necessary.
Ensure a general administrative service is provided for the Consultant and their team including photocopying, filing, and distribution.
To compile any patient, clinic or admission lists, liaising with waiting list /appointment staff where necessary, giving concise instructions regarding preparation and administration of waiting list issues and procedures and appointment requests, cancellations and rescheduling.
Liaise with other departments concerning case notes for appointments, ensuring timely availability of patient x-rays and the results of tests and investigations.
Take minutes and arrange meetings.
Assist in the preparation of teaching materials including presentations/slides, organising teaching sessions and speakers.
To use the various Trust IT systems, regarding identification of patient, in-patient, out-patient and waiting list data.
Process information through established Trust systems and procedures.
Participate in audits as required.
Provide support with training any new staff where required, demonstrating duties to new starters.
Ensure up to date personal awareness and knowledge of Trust wide issues and directives, applying the knowledge in the workplace, including attending appropriate directorate briefings and meetings.
Person Specification
Education, Training & Qualifications Essential
NVQ3 level Secretarial or Business Administrative qualification or equivalent level of demonstrable experience. RSA /OCR level 2 or equivalent experience (must be a proficient user of Microsoft word) IT related qualification CLAIT plus /ECDL or equivalent experience English language and Maths GCSE or equivalent (Functional skills level 2).
Desirable
NVQ Customer Service L3 Audio-typing qualification
Knowledge and Experience Essential
Knowledge of a range of administrative processes. Experience of working in a busy office environment. Knowledge of NHS Organisations and Medical terminology Ability to deal with sensitive information Experience of working in a team. Knowledge of General Data Protection Regulations and patient confidentiality Audio typing experience
Desirable
Experience of working within the NHS (in a similar role.) Knowledge of speciality. Experience of working unsupervised.
Key Competencies/Personal Qualities and Attributes Essential
Approachable /Friendly Confident manner Reliable Develops own practice through reflection and learning Empathetic, positive and enthusiastic Team player Able to travel to meet the requirements of the post Personal resilience: ability to cope with additional workloads created because of staff shortages to ensure the service continues
Skills Essential
Competently communicates professionally and effectively with all levels of staff both verbally and in writing. Proficient in use of Microsoft office applications. Experienced in planning and organising and prioritise own workload. Flexible and adaptable to changing service demands. Excellent organisational skills Attention to detail
Desirable
Typing speed of minimum 60wpm. Minute-taking skills
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 Kettering General Hospital NHS Foundation Trust
Address University Hospitals of Northamptonshire
Northamptonshire
NN16 8UZ
United Kingdom
Employer's website https://www.kgh.nhs.uk/working-for-us (Opens in a new tab)