Medical Secretary - Burns Trauma and Rehab Service

Manchester University NHS Foundation Trust; Manchester; On-site; GBP 24,000 - 26,000; Full time

Job summary

An exciting opportunity has arisen for a dedicated Medical Secretary to join a leading NHS Trust. This role involves providing essential secretarial support to the Burns Trauma and Rehabilitation Service at Wythenshawe Hospital. The ideal candidate will have excellent IT and communication skills, along with a proven track record in a fast-paced office environment. You will play a vital role in ensuring smooth operations, managing appointments, and supporting a multi-disciplinary team. If you thrive in a dynamic setting and are passionate about contributing to patient care, this position offers the chance to make a real difference in the lives of patients and their families.

Benefits

NHS pension scheme

Employee assistance program

Training and development opportunities

Generous annual leave

Flexible working options

Qualifications

• Proven experience in secretarial roles, particularly in a busy office environment.
• Good comprehension and grammar knowledge with the ability to manage own workload.

Responsibilities

• Provide secretarial services to the Burns Trauma and Rehabilitation Service.
• Manage clinic appointments and liaise with multidisciplinary teams.

Skills

IT skills

Communication skills

Secretarial skills

Organizational skills

Interpersonal skills

Knowledge of HIVE

Ability to work under pressure

Education

General education to GCSE standard

Tools

HIVE

Microsoft Office

Job description

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Medical Secretary - Burns Trauma and Rehab Service

Band 3

Main area: Burns Trauma and Rehab, Trauma and Orthopaedics

Grade: Band 3

Contract: Permanent

Hours: Full time - 37.5 hours per week

Job ref: 349-WTWA-6843343C*

Site: Wythenshawe Hospital

Town: Manchester

Salary: £24,071 - £25,674 per annum, pro rata

Salary period: Yearly

Closing: 16/01/2025 23:59

Job overview

This is an exciting opportunity for an enthusiastic and conscientious Secretary to provide secretarial services to the Manchester Burns Trauma and Rehabilitation Service at Wythenshawe Hospital.

You will need excellent IT and communication skills and experience of working in a busy office environment within the NHS.

The work is varied and fast-paced, so the ability to work on your own initiative is important, alongside proven secretarial/administration skills and a sound working knowledge of IT systems, particularly HIVE, within the NHS.

It is vital that you have good interpersonal skills as you will play an essential role in helping to maintain good working practice and providing support to our multi-disciplinary Team.

The post will be based at Wythenshawe Hospital and is 37.5hrs per week; dependent on the needs of the service, this may include weekend and/or evening hours.

Main duties of the job

• Sorting and distribution of incoming mail - electronic and paper
• Ensuring urgent matters are addressed in a timely fashion reporting any problems or issues to senior staff and seeking clarification where necessary
• Tidying and checking of letters and other material arising from visits and clinics
• Booking of clinic appointments on HIVE and relaying appointment details to patients in a timely and professional manner
• Updating team on urgent referrals and making appointments for the Outreach Team to visit the patient in their homes
• Arranging meetings and diary management for the Outreach Team and other relevant clinicians where necessary
• Composition of routine and standard letters
• Routine clerical duties
• Liaising with MDT to assure appropriate outcomes
• Demonstrating procedures to new staff and to work with colleagues and managers to ensure adequate cover in the office to ensure safe practice
• Dealing with telephone enquiries in a caring, professional manner, promptly and communicating accordingly thereafter
• Monitoring and maintaining registers and IBID database
• Transcription and typing of other relevant documents
• Undertaking other tasks relevant to the role as requested and when required by the Trauma and Rehab team
• Assisting with the induction and training of new staff to the department complying with the Data Protection Act and Caldicott guidelines in relation to confidential data
• Actively participating in department audits by data gathering or sorting as and when required.

Working for our organisation

MFT is one of the largest NHS Trusts in England with a turnover of £2.6bn and is on a different scale than most other NHS Trusts. We’re creating an exceptional integrated health and social care system for the 1 million patients who rely on our services every year.

Bringing together 10 hospitals and community services from across Manchester, Trafford, and beyond, we champion collaborative working and transformation, encouraging our 28,000 workforce to pursue their most ambitious goals. We set standards that other Trusts seek to emulate, so you’ll benefit from a scale of opportunity that is nothing short of extraordinary.

We’ve also created a digitally enabled organisation to improve clinical quality, patient and staff experience, operational effectiveness, and driving research and innovation through the introduction of Hive; our Electronic Patient Record system which launched in September 2022.

We’re proud to be a major academic Research Centre and Education provider, providing you with a robust infrastructure to encourage and facilitate high-quality research programmes. What’s more, we’re excited to be embarking on our Green Plan which sets out how MFT continues to play its part in making healthcare more sustainable.

At MFT, we create and foster a culture of inclusion and belonging, provide equal opportunities for career development that are fair, open, and transparent, protecting your health and wellbeing and shaping the future of our organisation together.

Detailed job description and main responsibilities

To find out more about the key responsibilities and the specific skills and experience you’ll need, take a look at the Job Description & Person Specification attachments under the ‘Supporting Documents’ heading. So that you’re even more equipped to make an informed decision to apply to us, you’ll need to take time to read the ‘Candidate Essentials Guide’ that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how ‘we care for you as you care for others’. Most importantly, it also contains critical information you’ll need to be aware of before you submit an application form.

Diversity Matters

MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at [e-mail].

We’re looking forward to hearing from you!

Person specification

Essential and Desirable

• General education to GCSE standard
• Proven experience of working to deadlines
• Good verbal and written communication skills
• Ability to prioritise competing tasks effectively
• Previous substantial secretarial experience
• Good organisation skills
• Good comprehension and grammar knowledge along with ability to read and understand correspondence
• Self-motivated with the ability to manage own workload
• Good interpersonal skills
• Working knowledge of HIVE and other Trust IT systems
• Understanding of and commitment to demonstrating Trust values
• Tact and diplomacy in day-to-day working environment
• Willingness to undertake training
• Willingness to work flexibly
• Must work well as part of a team
• Ability to proactively anticipate the needs of the service
• Remain calm and professional under pressure
• Ability to work at weekends when/if required
• ECDL, AMSPAR and/or typing qualification
• Previous NHS experience
• Experience working with an MDT
• Knowledge of medical terminology
• Understanding of IT
• Knowledge of spreadsheets and databases
• Knowledge of Trust policies and procedures

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name: Helen Brailsford

Job title: Programme and Learning Support Manager

Email address: [e-mail]

Telephone number: 01612916328

For informal meeting please contact Helen Brailsford 0161 291 6328 [e-mail]