Medical Secretary - Oncology

NHS Scotland; Munster; On-site; EUR 27,000 - 36,000; Full time

Job summary

NHS Highland is seeking an experienced Administrative Assistant to support Consultants and the Cancer Services team. You will manage urgent correspondence, maintain diaries, coordinate clinic rosters and handle travel and meeting arrangements in a busy clinical environment.

The role requires strong organisational skills, accuracy in documentation, and the ability to liaise across departments. Formal application processes are via Jobtrain, with enquiries directed to the Cancer Services Admin

Responsibilities

• Expeditious word processing of correspondence relating to clinics, discharge summaries, test results and general administrative work for Consultant and associated medical/nurse specialist staff ensuring that work is completed accurately within agreed deadlines.
• Maintain daily diary for Consultant and Team, ensure that all relevant dates are accurately recorded including patient admissions, checking that all associated arrangements have been made.
• Open, sort and action departmental mail, ensure that appropriate case notes/documentation is available to enable Consultant and associated staff to respond timeously. Draft routine correspondence on behalf of Consultant.
• Receive enquiries, by telephone or face to face involving patients, GPs, relatives and other departments/hospitals. Evaluate messages and implement action as appropriate, ensuring that enquiries are followed through to a satisfactory conclusion.
• Implement alteration to clinics in response to necessity of the service, e.g. notification of cancellations of clinics, determining number of patients per Consultant/doctor.
• Arrange peripheral clinic rota, liaise with consultants and staff at peripheral hospitals to co-ordinate suitable dates. Type and distribute rota to all relevant departments.
• Responsible for organising travel arrangements for Consultant Team and PAMs specialists, this includes booking flights, car hire and hotel reservations.
• Maintain filing systems, maintain stock control of stationery for department, photocopy and fax as required.
• Manage the office and work on a day-to-day basis and implement new procedures and practices as required to continually improve service delivery.
• Liaise with other departments to ensure good working relationships and efficient running of the overall Department, on occasions this includes providing cover, where feasible, for other secretaries within the Department.
• Carry out secretarial and administrative duties associated with the Consultant’s management responsibilities and duties relating to Academic, Research and Professional work. Duties include co-ordination of arrangements for clinical meetings, working groups and committees, both at local and national level.

Job description

NHS Scotland is committed to encouraging equality and diversity among our workforce and eliminating unlawful discrimination. The aim is for our workforce to be truly representative and for each employee to feel respected and able to give their best. To this end, NHS Scotland welcomes applications from all sections of society.

• Expeditious word processing of correspondence relating to clinics, discharge summaries, test results and general administrative work for Consultant and associated medical/nurse specialist staff ensuring that work is completed accurately within agreed deadlines.
• Maintain daily diary for Consultant and Team, ensure that all relevant dates are accurately recorded including patient admissions, checking that all associated arrangements have been made.
• Open, sort and action departmental mail, ensure that appropriate case notes/documentation is available to enable Consultant and associated staff to respond timeously. Draft routine correspondence on behalf of Consultant.
• Receive enquiries, by telephone or face to face involving patients, GPs, relatives and other departments/hospitals. Evaluate messages and implement action as appropriate, ensuring that enquiries are followed through to a satisfactory conclusion.
• Implement alteration to clinics in response to necessity of the service, e.g. notification of cancellations of clinics, determining number of patients per Consultant/doctor.
• Arrange peripheral clinic rota, liaise with consultants and staff at peripheral hospitals to co-ordinate suitable dates. Type and distribute rota to all relevant departments.
• Responsible for organising travel arrangements for Consultant Team and PAMs specialists, this includes booking flights, car hire and hotel reservations.
• Maintain filing systems, maintain stock control of stationery for department, photocopy and fax as required.
• Manage the office and work on a day-to-day basis and implement new procedures and practices as required to continually improve service delivery.
• Liaise with other departments to ensure good working relationships and efficient running of the overall Department, on occasions this includes providing cover, where feasible, for other secretaries within the Department.
• Carry out secretarial and administrative duties associated with the Consultant’s management responsibilities and duties relating to Academic, Research and Professional work. Duties include co-ordination of arrangements for clinical meetings, working groups and committees, both at local and national level.
  
  

This role does not meet the eligibility criteria for a Skilled Worker visa or a Health and Care Worker visa. NHS Highland is unable to provide candidates with a Certificate of Sponsorship (CoS).

Informal enquiries to : Linzi Ross, Cancer Services Admin Manager, [e-mail] or 07502 570 608

Additional Information For Candidates

• Please note that this vacancy may close before the advertised closing date if a high number of applications are received. Early application is therefore advised.
• Please ensure the address on your application form reflects your current place of residence for your present workplace and can be verified through your identification documents.
• Applications are welcome from Gaelic speakers. / Tha fàilte air tagraidhean bho luchd‑labhairt na Gàidhlig.
• You should apply for this post by completing the application process on Jobtrain.
• DO NOT upload a CV as this will not be used for short listing purposes
• Posts close at midnight on the indicated date
• For help to complete an application on Job Train please follow this link: https://www.careers.nhs.scot/how-to-apply/application-process/
• To view our accessibility statement, please follow this link: https://www.eess.nhs.scot/jobtrain-accessibility-statement/
• Please note that our correspondence method is by e-mail, therefore please ensure you enter your email address accurately
• Please check your e-mail regularly (including junk folders) and also your Jobtrain account for updates
• Please contact Jobtrain Candidate Support Hub - https://jobseekersupport.jobtrain.co.uk/support/home for advice and support with any system issues
• We recommend using the Internet Browser "Google Chrome" or "Microsoft Edge" when using Jobtrain
• Once you have submitted your application form you will be unable to make any amendments
• Some of our vacancies are for internal candidates only. If you are a member of staff, please ensure you update your Jobtrain profile to reflect that you are employed by NHS Highland
  
  

NHS Highland is geographically the largest of the 14 regional boards of NHS Scotland, covering an area of 12,500 square miles, across Highland and Argyll & Bute.

We employ over 10,700 people, making us one of the biggest employers in the area. As an organisation, we make a very significant contribution to the local economy.

Our staff are also important members of our communities. Our greatest asset is our workforce, and the way we go about our work comes from the values and behaviours we demonstrate on a daily basis. As a board we strive to ensure the environment is conducive to nurturing a positive culture, supported and delivered through our NHS and social care values.

Care and compassion

Dignity and respect

Openness, honesty and responsibility

Quality and teamwork