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Senior Medical Secretary / Team Lead

Senior Medical Secretary / Team Lead

The Newcastle upon Tyne Hospitals NHS Foundation Trust317 02 Royal Victoria Infirmary
2 days ago
Job type
  • Temporary
Job description

Job summary

If you are a highly motivated and enthusiastic individual, then we want you! This role is crucial to providing and maintaining an efficient and effective service for our consultants, patients and their families. This is a secondment for 9 months to cover maternity leave in the department of paediatric neurology within the Family Health Board. The paediatric neurology department is a dynamic team providing care for children with a variety of health care needs.

The successful applicant will provide a comprehensive secretarial service to the Medical Staff, Nursing Team and other members of the paediatric neurology team providing a comprehensive secretarial service with tasks including (but not limited to) diary management, processing and minute talking. You will be responsible for the supervision of the administration team, processing annual leave, sick leave etc, as well as carrying out appraisals and supporting with recruitment and selection of new staff. You will be required to ensure that typing targets are achieved and appointments are checked out promptly with the appropriate outcome.

This is an ideal role to further develop and learn new leadership skills.

You should have proven experience in administration, with team leadership experience preferred.

You should be proficient and experienced in the use of Erecords and NHS systems.

Main duties of the job

  • Interview Date : 8 January 2025
  • 37 Hours 30 Minutes / Week
  • You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy

NO AGENCIES PLEASE

If successful, you will be responsible for liaising with clinical and non-clinical professional staff for the delivery of a high standard of care. Your role will directly impact patient experience and be part of providing seamless delivery of care.

  • Organising meetings with stakeholders and preparing agenda items minute taking for departmental meetings and stakeholders
  • Diary management for Consultant Teams
  • Updating spreadsheets / data collection and supporting departmental audit activity
  • Archiving notes
  • Typing of consultant's letters and reports, filing, processing of daily documentation
  • Dealing with enquiries from patients, relatives and staff
  • Supervising staff and processing annual leave, sickness leave etc
  • Carrying out appraisals with the admin team
  • Attending team leads' meetings every month
  • Ensure typing targets are met
  • Ensure the paediatric neurology department is well-staffed and identify any gaps in the rota
  • Regular 1 : 1s with admin member team

    • About us

    Our staff oversee around 6,500 patient contacts every day, delivering high standards of healthcare from the following sites :

  • Freeman Hospital
  • Royal Victoria Infirmary (RVI)
  • Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
  • Newcastle Dental Hospital
  • Newcastle Fertility Centre
  • Northern Centre for Cancer Care, North Cumbria
  • Northern Genetics Service
  • Cramlington Manor Walks

    • These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.

    We also have offices at Regent Point in Gosforth and community sites.

    Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.

    For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit : Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust

    Job description

    Job responsibilities

    You should be self-motivated, reliable and well organised with excellent communication and interpersonal skills. Be able to demonstrate secretarial experience with appropriate qualifications, be able to work efficiently and methodically with good attention to detail without direct supervision. The post holder should be flexible to the needs of the service with a positive and proactive attitude.

    The post holder will be required to have excellent communication skills, be able to prioritise workloads effectively with excellent attention to detail.

  • Responsible for the organisation of secretarial support to Consultants, Junior Medical Staff and other clinical staff within the Consultants team Specialist Nurses.
  • Responsible for the day to day management of the administrative / secretarial team, including supervision of the administrative staff, delegation of tasks and co-ordination of annual leave and undertake appraisals of junior staff.
  • Contribute to a comprehensive efficient and effective administrative and clerical service.
  • Contribute to a consistently high standard of patient care as a member of a multi-disciplinary team.
  • Cover Senior Medical Secretary posts Trust wide as required.

    • As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

    Person Specification

    Qualifications & Education

    Essential

  • oNVQ Level IV Business Administration or Diploma qualifications or equivalent level qualification / relevant experience
  • oEnglish Language qualification GCSE Grade 4 (or above) or equivalent level qualification / relevant experience

    • Knowledge & Experience

    Essential

  • oExperience of Healthcare (patient related) secretarial procedures including NHS systems
  • oExperience as Medical Secretary
  • oExtensive knowledge of Medical Terminology
  • oAudio typing experience

    • Desirable

  • oProven experience in staff management

    • Skills & Abilities

    Essential

  • oAdvanced keyboard skills including a very high standard of word processing skills ( OCR / RSA III or equivalent level qualification / experience)
  • oIT skills to include office software packages
  • oExcellent communication skills
  • oAbility to work unsupervised

    • Desirable

  • oAbility to manage time effectively and work on own initiative