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Speciality Secretary for Children and Young People

NHS AfC: Band 3

Main area
Paediatrics
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
Part time - 22.5 hours per week
Job ref
331-L5140422-C
Site
Longlands Community Development Centre
Town
Lancaster
Salary
£20,330 - £21,777 per annum
Salary period
Yearly
Closing
30/06/2022 23:59

''A great place to be cared for; a great place to work''

University Hospitals of Morecambe Bay has a firm commitment to strengthening the diversity of our workforce, and therefore welcome and encourage applications from likeminded people who can support our ambition to become effortlessly inclusive. We are particularly keen to hear from protected groups – including BAME, LGBT+ and people with a disability.


Job overview

The post holder will be expected to provide a robust and comprehensive secretarial and administration service to the Women’s and Children’s Division supporting the Team Leader, Service Managers, Consultants and their teams. 

The post holder will be responsible, in conjunction with the Team Leader for supervision of the clerical officers within the relevant specialty teams and will act as Secretary to relevant medical staff. 

To work with Team Leader and Divisional Management Team to ensure no Trust targets are breached, i.e. 18 weeks. 

Main duties of the job

The post holder will be expected to provide a robust and comprehensive secretarial and administration service to the Women’s and Children’s Division supporting the Team Leader, Service Managers, Consultants and their teams.

The post holder will be responsible, in conjunction with the Team Leader for supervision of the clerical officers within the relevant specialty teams and will act as Secretary to relevant medical staff. To work with Team Leader and Divisional Management Team to ensure no Trust targets are breached, i.e. 18 weeks.

Working for our organisation

We are a University teaching hospital full of hard working and dedicated staff providing community and hospital services across the Morecambe Bay area.

We operate from three main hospitals - Furness General Hospital (FGH) in Barrow, the Royal Lancaster Infirmary (RLI), and Westmorland General Hospital (WGH) in Kendal, as well as a number of community healthcare premises.

Quality shines throughout the Trust, and the awards that our Care Groups, corporate teams or individuals have either won, or been shortlisted for, show the achievements are being recognised at a national level.

We are absolutely committed to making the Trust ‘a great place to be cared for; a great place to work’ through the delivery of the highest possible standards of compassionate care, as well as our research and education strategy to provide the very best patient and staff experience. 

Detailed job description and main responsibilities

1. To provide a full secretarial service for the relevant departments, ensuring clinic letters, discharge summaries, medical reports are accurately typed using digital dictation within a 5-day turnaround 
2. To work in close liaison with Divisional Management Team, Team Leaders, medical staff/ clinicians to ensure that the patient’s 18 week journey is not breached. 
3. Deal with incoming and outgoing post as appropriate and in line with Standard Operating Procedures.
4. Actively supervise the clerical officers ensuring any issues are identified. Ensure all typing of letters etc is done in a strict date order process achieving targets set by the Divisional management team and working to the Standard Operating Procedure.
5. Liaise and mediate between patients, relatives, General Practitioners and all medical staff, exercising initiative and excellent interpersonal skills to ensure that such contact is sensitive, empathetic and effective. 
6. Effective liaison with departments within the hospital and with patients and other providers associated with the relevant Consultant to ensure a prompt and effective communication system.
7. Under the advice of the Team Leader, ensure all clinical results are brought to the attention of a clinicians as quickly as possible. Ensure that all results are signed off by a Clinician and if necessary 
are filed in the patient’s case notes.

8. Maintain Consultant’s diary, i.e. using acquired knowledge to book appointments at times which are convenient and appropriate to the Consultant’s timetable. Assist Consultant with related administration duties, department meetings and appointments. Support the day-to-day organisation and management responsibilities of the Consultant. Review the Consultant’s mail and bring 
relevant documents to their attention.
9. Collect and distribute notes and information regarding queries and complaints for review by the clinical team when appropriate and ensure notes are effectively tracked at all stages, in accordance 
with Trust policy.
10. File patient investigation results and correspondence in case notes as required.
11. Undertake general office duties including photocopying, faxing and filing as required .
12. Keep up-to-date with any computerised systems introduced and attend any training required. 
13. Ongoing maintenance and monitoring of patients’ access plans in accordance with Trust Policy. Update knowledge of access plans and 18 week pathways by attending relevant training, in 
accordance with the Team Leader, to enable issues to be escalated as required. 
14. To assist in the efficient running of the Service, including maintaining, reviewing and updating administrative procedures and systems.
15. From time to time and as required, undertake the following duties:
▪ any secretarial or multi-disciplinary audits as required.
▪ Implement any relevant Trust and Division policies on behalf of the Consultant teams.
16. Participate in annual appraisal. Identify and action own development needs and establish personal supervision/mentorship.
17. Participate in all mandatory training as required by the Trust

Person specification

Education/Skills/Qualities

Essential criteria
  • GCSE Maths and English or equivalent
  • Audio typewriting or equivalent qualification or experience
  • Previous administration and/or secretarial experience
  • Knowledge of data protection and the requirement for confidentiality
  • Able to work following instruction and procedures
  • Ability to work as part of a team and be a supportive team member
  • Self motivated
Desirable criteria
  • Experience of working with a digital dictating system
  • Knowledge and use of medical terminology
  • Knowledge of the Lorenzo computer system
  • Awareness of H&S issues

Employer certification / accreditation badges

Disability Confident - two yearsVeteran AwareNo smoking policyDisability confident employerArmed Forces Covenant (Silver Award)Stonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.Morecambe Bay - Inclusive EmployerStep into health

Applicant requirements

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.

Documents to download

Apply online now

Further details / informal visits contact

Name
Joanne Saul
Job title
Team Leader
Email address
Joanne.Saul@mbht.nhs.uk
Telephone number
01524 519710
Additional information

Hannah Hill, Assistant Service Manager - hannah.hill@mbhtnhs.uk