Trust Medical Secretary - Diabetes & Endocrinology

NHS; Norwich; On-site; GBP 24,000 - 26,000; Full time

Job summary

Join a leading healthcare provider as a Trust Medical Secretary in the Diabetes & Endocrinology department. You will provide essential administrative support, ensuring high standards of patient care while managing your workload in a busy environment. The role offers opportunities for further training and development within a collaborative team.

Benefits

Fast Track Staff Physiotherapy Service

Discounted gym memberships

Excellent pension scheme

Wagestream - access to pay as you earn

Free Park & Ride service

Free 24-hours confidential counselling support

On-site Nursery

Flexible staff bank

Salary Sacrifice schemes

Qualifications

• Previous secretarial experience required.
• Ability to manage own workload and work under pressure.

Responsibilities

• Provide outstanding administrative support to medical secretaries.
• Act as a key link between clinicians, patients, and outside agencies.
• Manage diaries and organize meetings.

Skills

Confidentiality

Communication

Time Management

Organizational Skills

Education

RSA III or equivalent experience

Knowledge of medical terminology/AMSPAR qualification

Tools

Microsoft Office

Job description

Trust Medical Secretary - Diabetes & Endocrinology

Information:

This job is now closed

Job summary

We are very proud of our department: the Diabetes and Endocrinology department is the largest in the East of England, and one of the largest in the UK. Our department directorate supports a full range of specialist and general clinical services.

The main Endocrinology & Diabetes dept is based on level 3 in the East Outpatients block. We also have a team working in Rouen Road, Norwich. We work closely with the Clinical Investigation Unit, Medical Outpatients and Eye Screening.

The post holder will be expected to contribute to the provision of the highest standards of patient care.

We are advertising for 3 separate posts:

30 hours per week - Trust Medical Secretary - Specific responsibility for Diabetes Facilitator Nurses (DFAC)

30 hours per week - Trust Medical Secretary - Specific responsibility for Clinical Investigation Unit (CIU)

28 hours per week - Trust Medical Secretary - Specific responsibility for Podiatry / Consultant Team Secretary

Main duties of the job

This is where we need you! We are looking for a Trust Medical Secretary to join the Endocrinology & Diabetes Department. Are you methodical, conscientious, caring and people-focused? Do you like working in a supportive team but happy with your own workload too, working in a busy environment?

If this sounds like you, please read on:

As a medical secretary, you will act as a key link between the clinicians, patients, relatives, all hospital staff, General Practitioners, and outside agencies, maintaining a close working relationship between the clinicians and patients as appropriate.

You are expected to provide outstanding administrative support to the other medical secretaries and administrators in the department.

The role includes clinic management, typing clinic letters and ensuring patient pathways (RTT) are recorded accurately and timely, utilising our inhouse Diabetes patient management system, using our hospital's PAS system, responding to patient queries, working with the waiting list coordinators and other secretaries to ensure clinics are filled, supporting the wider secretarial team. You may be required to manage diaries. You will assist in the organisation of the office and help provide continuity of service during absences. You will organise and minute meetings. You will be responsible for the secretarial management of at least one clinician.

About us

Join us at the Norfolk and Norwich University Hospital and be part of a workforce of over 10,000 staff!

The NNUH is one of the largest NHS trusts in the UK, providing first-class acute care for around one million people, living in Norfolk and surrounding areas. We are a teaching and research hospital, at the forefront of innovation, home to state-of-the-art facilities, such as the Quadram Institute. We are pleased to work closely with the University of East Anglia, providing teaching opportunities for our staff and placement opportunities for their students. We attract some of the best and leading professionals from across the country and are proud that our workforce represents 94 countries from across the world.

We are a friendly, collaborative hospital, working with local services and home to N&N Hospitals Charity

We can offer you the full range of NHS benefits/discounts and in addition:

• Fast Track Staff Physiotherapy Service
• Multi Faith prayer room
• Discounted gym memberships
• Excellent pension scheme and annual leave entitlement
• Wagestream - access up to 40% of your pay as you earn it
• Free Park & Ride service direct to NNUH site
• Free 24-hours confidential counselling support
• On-site Nursery
• On-site cafes offering staff discounts
• Flexible staff bank
• Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics

Job responsibilities

We are looking for someone with a high level of confidentiality as you will be handling confidential patient information. You will be confident in the use of IT, including knowledge of Microsoft Office, in particular Outlook, Word and Excel. You will need an excellent telephone manner. You will be able to prioritise your workload and work on your own initiative. You will need good diary management and time management skills and will be organised and efficient with a high ability to multi-task. You will need to be able to type from transcription and have previous secretarial experience. You will have good minute taking skills. You will have a calm manner, excellent interpersonal skills and have a positive approach to all you do. You may well have your own responsibilities within the wider team so need to be able to work autonomously.

Previous experience in the NHS, medical terminology and knowledge of the hospitals PAS system would be desirable, although training will be given. We support learning and progression so once fully embedded in the department there are opportunities for further training.

To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate NNUHs PRIDE values of People focused, Respect, Integrity, Dedication and Excellence and demonstrate behaviours that support and encourage an inclusive culture.

• Deal efficiently and effectively with direct and indirect (i.e. telephone, face to face) enquiries from patients, all levels of medical and nursing staff, GPs, Social Services and other health professionals and staff. Respond to enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible. Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns needing reassurance and who may present difficulties in communication e.g. terminally ill patients, deaf patients, mentally ill patients and elderly confused patients.
• Attend to all communications, for example, emails, faxes, investigation results on a daily basis and prioritising and actioning as required.
• Accurately transcribe all correspondence by touch typing from audio / digital dictation or shorthand using knowledge of medical terminology. Generate routine and non-routine correspondence independently.
• Assist patients and their Carers by arranging translation/interpretation facilities.
• Demonstrate and maintain knowledge and understanding of Trust RTT policy.
• Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases.
• Complete the Tertiary referral proforma/template for internal/external referrals as per Trust policy
• Promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient and waiting lists as required in local work area, escalating to senior staff as required.
• Adding patients to waiting lists as requested taking into account the urgency of the case and the patients preference.
• Arrange urgent admissions direct from clinic and ambulatory care areas, contacting the patient and liaising with ward/theatre/clinics as required.
• Support meetings with minute taking as necessary.
• Maintain diaries as appropriate.

Please see the attached job description for full details.

Please note that this advertised position, which is part of occupation code 4211 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.

Person Specification

Qualifications

• Good general standard of literacy and numeracy
• RSA III or equivalent experience
• Knowledge of medical terminology/AMSPAR qualification

Experience

Skills

• Ability to manage own workload
• Ability to work to tight deadlines and maintain concentration in a pressurised working environment
• Excellent verbal and written communication skills
• Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence

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.

£24,625 to £25,674 a yearper annum, pro rata