Medical Secretary

Req#: C9372-25-0280?language=en&page=14&sort=publicationDateDesc

Job summary

The post holder will provide administration and scheduling support to the general surgery department to enable provision of patient care. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high quality service for patients and clinicians.

The post holder will be expected to work as part of a Team, having a flexible attitude to work, adaptable and approachable with support.

Main duties of the job

To act as a link between the Consultants, Medical Staff, Secretaries and Waiting List Co-ordinators ensuring all communication is passed on accurately whilst upholding confidentiality.

To ensure that the Electronic Patient Records are an accurate documentation of the patients care, updating information where necessary and as required.

To be able to prioritise workloads and have the ability to work under pressure maintaining accuracy and meeting deadlines.

To be able to provide administrative duties i.e. scanning, uploading data onto medical notes, photocopying, typing and taking phone calls from patients and staff alike.

To be able to work on own initiative and make decisions within written guidelines, sometimes without reference to others.

Ad hoc duties as required and requested by the Divisional Admin Team and or Waiting List Manager.

This is not an exhaustive list of duties. The post holder is expected to undertake these and any other relevant duties when required.

About us

An opportunity has arisen for a Band 3 to join the team within General Surgery Services

Calderdale & Huddersfield NHS Foundation Trust is a dynamic and successful organisation with a strong organisational and personal development focus. With over 5,500 employees and a turnover of £310 million, the Trust provides a comprehensive range of secondary care services to the people of Calderdale and Huddersfield and has an exceptional reputation for service delivery.

The Foundation Trust aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others.

Date posted

24 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year pro rata

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

372-MED2386

Job locations

Huddersfield Royal Infirmary

Acre Street

Huddersfield

HD3 3EA




Job description

Job responsibilities

To act as a link between the Consultants, Medical Staff, Secretaries and Waiting List Co-ordinators ensuring all communication is passed on accurately whilst upholding confidentiality.

To be aware of Surgery waiting times and ensure appointments are booking within the appropriate timescales.

To ensure that the Electronic Patient Records are an accurate documentation of the patients care, updating information where necessary and as required.

To be able to prioritise workloads and have the ability to work under pressure maintaining accuracy and meeting deadlines.

Provide support with auditing surgical waiting lists through validation, thereby anticipating any problems, which may arise, thus ensuring waiting list key standard targets are met/maintained.

You must be able to make last minute changes to admissions/ theatre lists, to ensure full utilisation of theatre time.

Register patients accurately on the waiting list and outpatient system.

Send appropriate information regarding admission/ procedures.

Ensure all equipment such as computers, printers etc which are used are in working order, contacting the relevant department/ personnel if they are not.

Offer advice and support and demonstrate duties to new members of staff.

Provide non-clinical information to patients, patients relatives, GPs, other hospitals etc, whilst exercising judgement to ensure that all the relevant personnel are given necessary information as quickly as possible, thereby ensuring that any action, which needs to be taken, is taken promptly.

To be able to work on own initiative and make decisions within written guidelines, sometimes without reference to others.

Ad hoc duties as required and requested by the Patient Pathway Manager.

This is not an exhaustive list of duties. The post holder is expected to undertake these and any other relevant duties when required.

Job description

Job responsibilities

To act as a link between the Consultants, Medical Staff, Secretaries and Waiting List Co-ordinators ensuring all communication is passed on accurately whilst upholding confidentiality.

To be aware of Surgery waiting times and ensure appointments are booking within the appropriate timescales.

To ensure that the Electronic Patient Records are an accurate documentation of the patients care, updating information where necessary and as required.

To be able to prioritise workloads and have the ability to work under pressure maintaining accuracy and meeting deadlines.

Provide support with auditing surgical waiting lists through validation, thereby anticipating any problems, which may arise, thus ensuring waiting list key standard targets are met/maintained.

You must be able to make last minute changes to admissions/ theatre lists, to ensure full utilisation of theatre time.

Register patients accurately on the waiting list and outpatient system.

Send appropriate information regarding admission/ procedures.

Ensure all equipment such as computers, printers etc which are used are in working order, contacting the relevant department/ personnel if they are not.

Offer advice and support and demonstrate duties to new members of staff.

Provide non-clinical information to patients, patients relatives, GPs, other hospitals etc, whilst exercising judgement to ensure that all the relevant personnel are given necessary information as quickly as possible, thereby ensuring that any action, which needs to be taken, is taken promptly.

To be able to work on own initiative and make decisions within written guidelines, sometimes without reference to others.

Ad hoc duties as required and requested by the Patient Pathway Manager.

This is not an exhaustive list of duties. The post holder is expected to undertake these and any other relevant duties when required.

Person Specification

Qualifications/Training

Essential

• English and Math GCSE grade 9-2 (A*-E) or equivalent or high level of literacy and numeracy skills demonstrated within application
• Accurate keyboard skills to RSA 2 or equivalent
• Evidence of commitment to organisational and individual development and undertake all mandatory training where required

Desirable

• ECDL/NVQ2 in Business Admin/Customer Service or equivalent

Knowledge, ezperience & expertise

Essential

• Experience in an office environment
• Experience of using computer programmes e.g. Word, Excel, Outlook
• Experience of working to deadlines and targets
• Ability to organise and prioritise own workload
• Must have good and accurate inputting skills
• Experience of audio/touch typing with speed and accuracy
• Awareness of confidentiality
• Medical terminology
• Knowledge of IT software including email, internet, databases, thinkpads and presentations
• Advanced keyboard skills

Desirable

• Experience of working in an NHS environment
• Awareness of Local and National NHS guidelines
• Understanding of Trust policies and their impact on service delivery
• Experience of ESR & EPR systems
• Experience of facilitating and minuting meetings
• Knowledge of EPR

Communication & relationships

Essential

• Good communication skills, able to communicate clearly and concisely both on the telephone and face to face.
• Excellent written and verbal communication skills
• Professional and positive attitude
• Flexible and adaptable
• Approachable and supportive to others
Person Specification

Qualifications/Training

Essential

• English and Math GCSE grade 9-2 (A*-E) or equivalent or high level of literacy and numeracy skills demonstrated within application
• Accurate keyboard skills to RSA 2 or equivalent
• Evidence of commitment to organisational and individual development and undertake all mandatory training where required

Desirable

• ECDL/NVQ2 in Business Admin/Customer Service or equivalent

Knowledge, ezperience & expertise

Essential

• Experience in an office environment
• Experience of using computer programmes e.g. Word, Excel, Outlook
• Experience of working to deadlines and targets
• Ability to organise and prioritise own workload
• Must have good and accurate inputting skills
• Experience of audio/touch typing with speed and accuracy
• Awareness of confidentiality
• Medical terminology
• Knowledge of IT software including email, internet, databases, thinkpads and presentations
• Advanced keyboard skills

Desirable

• Experience of working in an NHS environment
• Awareness of Local and National NHS guidelines
• Understanding of Trust policies and their impact on service delivery
• Experience of ESR & EPR systems
• Experience of facilitating and minuting meetings
• Knowledge of EPR

Communication & relationships

Essential

• Good communication skills, able to communicate clearly and concisely both on the telephone and face to face.
• Excellent written and verbal communication skills
• Professional and positive attitude
• Flexible and adaptable
• Approachable and supportive to others

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

Calderdale and Huddersfield NHS Foundation Trust

Address

Huddersfield Royal Infirmary

Acre Street

Huddersfield

HD3 3EA




Employer's website

https://www.cht.nhs.uk (Opens in a new tab)

Employer details

Employer name

Calderdale and Huddersfield NHS Foundation Trust

Address

Huddersfield Royal Infirmary

Acre Street

Huddersfield

HD3 3EA




Employer's website

https://www.cht.nhs.uk (Opens in a new tab)

National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.