Whittington Hospital NHS Trust
JOB DESCRIPTION
1 GENERAL INFORMATION
JOB TITLE: / Medical SecretaryGRADE: / A&C Grade 4
DEPARTMENT: / Imaging
SALARY: / £14,146 to £17,161 (plus London weighting £2,762)
ANNUAL LEAVE: / 22 days per year, plus 8 bank holidays
NHS PENSION: / 6% of salary (optional)
HOURS OF DUTY: / 36 hours per week
CONDITIONS OF SERVICE: / In accordance with the Trust Terms and Conditions of Employment as laid down in the relevant Trust Handbooks
2 LINE RELATIONSHIPS
ACCOUNTABLE TO: Assistant Service Manager - Imaging
RESPONSIBLE TO: Secretarial Team Leader and/or relevant Consultant
3 JOB SUMMARY
The post-holder will provide medical secretarial support to the Consultant and his junior medical staff. The post-holder will facilitate good communication between these staff, the department and the patients and other members of the care team.
4 MAIN DUTIES
a) To undertake medical secretarial duties including audio and copy tying of letters, documents and notes for the consultant and his team
b) To deal with enquiries from lay and professional people in a courteous, tactful and discreet manner
c) Be responsible for answering the telephone and for ensuring that messages are passed on accordingly
d) To use both word processor and computerised systems for data collection and report generation
e) To locate and collect case notes, x-rays and investigations as required by the consultant and his team members, and to collate and file results for outpatient clinics as necessary
f) To use the Patient Administration System and ensure that all data is complete, accurate and timely
g) To photocopy, collate and file reports and information sheets as requested
h) To assist the Assistant Service Manager with tasks as requested in order to ensure that all areas of Medical Services receive an appropriate level of secretarial support, this may include minute taking for departmental meetings.
m) To provide cross-cover as requested by the Assistant Service Manager during periods of colleagues’ annual leave and absence as necessary
NB Staff should be aware that in the event of staff shortages they may be required to cover colleagues’ routine duties in order to maintain basic and essential services for a specified period of time
5 HEALTH AND SAFETY
To ensure that agreed safety procedures are carried out and to be aware of the responsibilities placed on employees under the Health & Safety at Work Act. To maintain a safe environment for employees and visitors
6 DATA PROTECTION
If you are required to do so, process and/or use information held on a computer or word processor in a fair and lawful way. To hold data only for specific registered purposes and not to use or disclose it in any way incompatible with such a purpose. To disclose data only to authorised persons or organisations as instructed
7 EQUAL OPPORTUNITIES
It is the aim of the Whittington Hospital Trust to ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, race, colour, nationality or ethnic origins, or is placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable, to this end the Whittington Hospital Trust has an Equal Opportunity Policy and it is for each employee to contribute to its success
8 NO SMOKING POLICY
We are a no smoking hospital which does not allow smoking at work except in designated areas
9 CONFIDENTIALITY
All information concerning patients/clients and staff must be treated as strictly confidential at all times
10 METHOD OF PAYMENT
Payment of salary/wage is made into a Bank or Building Society account by direct debit system. Details of bank account or building society account will be required on the first day of work. There is no facility for any other form of payment
11 SECURITY
It is the responsibility of all employees to work with the security of policies and procedures of the Whittington Hospital NHS Trust to protect the patients, staff and visitors and the property of the Trust. This duty applies both to the specific work area of the individual and to the hospital in general
Your job description is just a summary of your duties and may be subject to change following discussion with you.
You may be required to undertake duties outside your department and not set out in your job description. However, these will be appropriate to your grade and will only be on a temporary basis. You will be given reasonable notice of such changes.
PERSON SPECIFICATION
Education and Qualifications / Educated to GCSE level (or equivalent) in English Language and general subjects
Typing @ 60 wpm / RSA Typing qualifications
AMSPAR Certificate
Knowledge of medical terminology
Experience / Experience of working within the NHS
Previous medical secretarial experience
Team worker/builder
Good written and oral communication skills
Experience of dealing with the public / Previous medical secretarial experience
in a radiology department
Experience of working with ‘Patient Administration System’ database
Special Aptitudes / Clear communication skills
Computer literacy (word processing and databases)
To understand the importance of accurate data collection and recording for clinical use
Excellent organisational and prioritisation skills
Disposition / Motivated & adaptable
Self-directing
Demonstrate initiative and willingness to learn
Assertive
Sense of humour
Other Requirements / Evidence of good attendance record
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