Support Secretary

The Christie International; Manchester; On-site; GBP 21,000 - 27,000; Full time

Job summary

The Christie NHS Foundation Trust in Manchester is seeking an enthusiastic secretary to join the Palliative and Supportive Care Teams. Rotation to cover other secretarial areas will occur, providing comprehensive secretarial support for directorates’ clinic management and accurate patient records.

The successful candidate will have excellent typing, audio typing, and strong IT skills, with the ability to prioritise a busy workload while maintaining confidentiality. Training will be provided.

Qualifications

• Proven clerical/secretarial experience, preferably in a hospital environment.
• Experience with hospital administration systems (PAS or equivalent).
• Typing and audio transcription experience.
• Proficient with standard IT office packages.

Responsibilities

• Provide comprehensive support for clinical work within the directorate.
• Manage clinic templates and add/ad hoc clinics on Careflow.
• Audio typing of correspondence and results with tight turnaround times.
• Scan external correspondence into patient electronic notes.
• Disseminate documents across the department.
• Input patient details accurately into databases and Careflow.
• Assist in timely delivery of notes for appointments and admissions.
• Assist in registering new patients to meet cancer waiting time targets.
• Maintain patient confidentiality at all times.
• Contribute to training of new staff.

Skills

Audio typing

Word-processing

Communication skills

Workload prioritisation

Education

GCSW Maths and English

RSA/OCR typing

Tools

Careflow

Job description

An exciting opportunity has arisen for an enthusiastic individual to become part of the Palliative and Supportive Care Teams, rotation will be required at times to cover other secretarial areas here at The Christie.

The successful candidate will provide a comprehensive and effective secretarial support service to the directorates’ secretarial teams to assist with the day-to-day clinic management of the clinic templates. To ensure PA/secretarial duties are carried out to a high standard in order to meet patient needs and to ensure that Trust targets are always maintained. To keep accurate, up-to-date patient records; to type clinic annotations and letters and to help ensure that future appointments are made.

The successful candidate should have excellent communication skills, typing and be able to prioritise their workload.

Main duties of the job

Works closely with the clinical teams to provide comprehensive support for all clinical work within the directorate.

Work closely with clinicians to manage clinic templates including amending appointments slots, cancelling, reducing or adding new streams & adding ad hoc or new clinics onto the Patient Administration System (Careflow)

Audio typing of correspondence & results, ensuring tight turnaround times are met.

Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes.

Appropriately disseminates a variety of correspondence/documentation across the department.

Ensures accurate input of patient details when entering data onto information databases & the patient administration system (Careflow).

Assists in ensuring timely delivery of notes to the appropriate department for out-patient appointments & in-patient admissions.

Assists in the registration of new patients to ensure they are seen within the cancer waiting time targets.

Exchange information with patients and staff on the admission & discharge of patients, both verbally & in written format.

Communicate with patients who may be anxious, angry or upset.

Exchange relevant information with GPs and other health professionals.

Maintain patient confidentiality at all times.

Any other duties deemed necessary for the effective running of the services, & in accordance with the grade of this post.

Contributes to the training of new staff members within a given area as required

Working for our organisation

The Christie is one of Europe’s leading cancer centres, looking after more than 64,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 25% patients are referred to us from other parts of the country.

We are the largest radiotherapy provider in the NHS with one in 20 treatments delivered at The Christie. We have up to 15 linear accelerators operating across our network of sites. We operate the largest chemotherapy unit in the UK on our main site and treatments are also provided at 13 other networked sites, and in patients homes. And as a specialist tertiary surgical centre, we focus on rare cancers, complex procedures, and multidisciplinary approaches to cancer surgery, specialising in colorectal, peritoneal, gynaecological, urological and plastic surgery.

We are also an international leader in research, with world first breakthroughs for over 100 years. We have been named by the UK’s National Institute for Health Research (NIHR), as one of the best hospitals providing opportunities for patients to participate in clinical research studies, with more than 800 studies open at any time, caring for over 3,000 patients.

Detailed job description and main responsibilities

• 1. Works closely with the Medical Secretaries to provide comprehensive support for all clinical work within the directorate.
• 2. Work closely with clinicians to manage clinic templates including amending appointments slots, cancelling, reducing or adding new streams and adding ad hoc or new clinics onto the Patient Administration System (Careflow)
• 3. Audio typing of correspondence and results, ensuring tight turnaround times are met.
• 4. Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes.
• 5. Appropriately disseminates a variety of correspondence/documentation across the department.
• 6. Requests and obtains case notes and x-rays/scans both internally and from other hospitals, using the agreed procedures.
• 7. Ensures accurate input of patient details when entering data onto information databases and the patient administration system (Careflow).
• 8. Routinely uses the case note tracking system to ensure all patient case notes are tracked to their location.
• 9. Support the Day Unit with the preparation of clinics.
• 10. Provides cover in times of absence.
• 11. Assists in ensuring timely delivery of notes to the appropriate department for out-patient appointments and in-patient admissions.
• 12. Assists in the registration of new patients to ensure they are seen within the cancer waiting time targets.
• 13. Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format.
• 14. Communicate with patients who may be anxious, angry or upset.
• 15. Exchange relevant information with GPs and other health professionals.
• 16. Deal compassionately with distressing situations.
• 17. Liaise with other members of staff regarding case notes and patient visits.
• 18. Maintain patient confidentiality at all times.
• 19. Always Remain professional when communicating with people in various situations.
• 20. Undertakes other general office procedures, such as ordering stationery, opening and dispatching post, photocopying, printing etc.
• 21. Any other duties deemed necessary for the effective running of the services, and in accordance with the grade of this post.
• 22. Contributes to the training of new members of staff within a given area as required.
• 23. Work with the Assistant Operations Manager and Secretaries to improve quality and range of services, with resources being managed according to agreed policies and priorities.
• 24. To provide cross cover in periods of absence within the Administration Team and the wider Central Services Directorate

Qualifications

• Secondary-level education GCSW Maths and English at C-grade or above, or equivalent
• RSA/OCR typing/text transcription Stage II or equivalent experience

Experience

• Previous clerical and /or secretarial experience
• Experience of working with IT office packages
• Previous clerical and/or secretarial experience in a hospital environment
• Experience of hospital administration system (PAS or equivalent)

Skills

• Audio / copy typing
• Word-processing – ability to produce accurate, well-presented work
• Excellent oral and written communication skills
• The ability to manage workload and priorities competing tasks effectively

Values

• Ability to work under pressure
• Ability to work as part of a team
• Able to use own initiative
• Reliability & confidentiality
• Ability to be flexible

Other

• To be flexible in order to meet the needs of the service and wider Central Services directorate

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website.

Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with NHS Employment Check Standards . These include:

• Identity verification
• Right to work check
• Disclosure and barring service (DBS)/Criminal record check (dependent on role, payment of this will be the applicants responsibility)
• Professional registration and/or qualification check
• Occupational health assessment
• Employment history and reference validation

All applicants external to The Christie NHS Foundation Trust will be required to provide their HMRC employment history to cover the most recent three years employment. This information will used to validate employment history andreferences.

If you require sponsorship, we will assess your eligibility based on current government guidance. If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.

The Inter-Authority Transfer process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website.

No Smoking Policy - You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

Additional Information - We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy.

The Christie NHS Foundation Trust is committed to the highest standards of ethical conduct and integrity in all our activities. We have a zero-tolerance approach to modern slavery in any of its forms, including slavery, servitude, forced or compulsory labour, and human trafficking. We are fully committed to acting ethically and with transparency in all our business dealings and relationships, and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our organisation or supply chains.

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.