Medical Support Secretary

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Main area Gynaecology Grade NHS AfC: Band 2 Contract Permanent: 30 hours per week Hours Part time - 30 hours per week (hours split Mon-Fri - times TBC with successful candidate) Job ref 407-WCCSS-

Site Walsall Healthcare NHS Trut Town Walsall Salary £25,272 Pro rata Salary period Yearly Closing 10/08/:59

Walsall Manor Hospital is a busy district general hospital offering compete range of acute services. The Trust primarily serves the immediate population of Walsall with some patients requiring more specialised treatment at other, neighbouring Trusts. The Trust continues to invest in its facilities and services, supporting high-quality care for the communities it serves.

This role offers the opportunity to work within our integrated care model, contributing to high-quality services that help people remain independent in their own homes and communities.

We are committed to investing in our workforce and creating an environment where colleagues can learn, contribute and develop. Our new Urgent Emergency Care Centre, opened in March 2023, demonstrates our ongoing investment in facilities and services.

As an employee, you'll benefit from an attractive salary and comprehensive benefits package (detailed in Employer Description above), plus access to NHS pension arrangements and staff accommodation where available.

Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant, currently holding the Bronze Award, underlining our commitment to supporting the Armed Forces Community.

Job overview

The Medical Support Secretary provides efficient and effective administrative support to the Gynaecology Service, helping to ensure the smooth running of the clinical team. Working closely with Medical Secretaries and clinicians, the post holder will undertake a range of secretarial and administrative duties that contribute to the delivery of a high-quality patient service.

The role includes producing clinical correspondence, arranging appointments, maintaining accurate patient records, supporting meetings, managing telephone enquiries and using a range of Trust IT systems to process information efficiently and confidentially. The post holder will also provide cross-cover for colleagues and support the day-to-day organisation of the department.

Strong organisational, communication and IT skills are essential, together with the ability to manage a varied workload, work collaboratively and maintain high standards of accuracy. By providing reliable administrative support, the Medical Support Secretary will play an important role in enabling clinicians to deliver safe, effective and patient-centred care while ensuring patients receive a professional and responsive service throughout their care journey.

Main duties of the job

We are looking for a highly motivated individual to provide comprehensive administrative and clerical support to the Gynaecology Department as directed by the Team Leader and/or Care Group Support Manager. The successful candidate must be able to work using their own initiative, and also as part of a busy team. Good communication skills are essential as the post holder will need to liaise directly with patients, consultants and other hospital staff. A working knowledge of the Trust internal systems would be required for this post.

You will be expected to cross cover in our Easibook Admin (theatre booking) and Colposcopy Admin teams

Working for our organisation

Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state-of-the-art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space.

Detailed job description and main responsibilities

Key Responsibilities

• 1. Assists and supports team of Medical Secretaries to provide a comprehensive, medical audio and word-processing service to the clinical team to include the typing of clinic letters and discharge summaries using advanced keyboard skills.
• 2. Communicate effectively with all members of the multi-disciplinary team including medical staff both internally and externally as required. Convey information to Medical Secretaries for action as appropriate.
• 3. To use electronic data systems to make patient appointments under the supervision of Medical Secretaries.
• 4. Maintain, collate and compile data/information from appropriate IT packages i.e. Careflow, Fusion etc. in a prompt and efficient manner.
• 5. Provide secretarial support relating to office procedures including photocopying, taking phone calls, filing, faxing, ordering and tracking medical records, Answering and directing emails, Booking follow up appointments ,dealing with incoming and outgoing post as required.
• 6. Arranging meetings for departmental team members as directed by Medical Secretaries.
• 7. Answer a wide range of internal and external calls, referring to Medical Secretaries where appropriate.
• 8. Assists and supports team of Medical Secretaries to provide a comprehensive, medical audio and word-processing service to the clinical team to include the typing of clinic letters and discharge summaries using advanced keyboard skills.
• 9. Communicate effectively with all members of the multi-disciplinary team including medical staff both internally and externally as required. Convey information to Medical Secretaries for action as appropriate.
• 10. Assists and supports team of Medical Secretaries to provide a comprehensive, medical audio and word-processing service to the clinical team to include the typing of clinic letters and discharge summaries using advanced keyboard skills.

You will be expected to cross cover in our Easibook Admin (theatre booking) and Colposcopy Admin teams

Please refer to JD for more description

Person specification Qualifications

• GCSE (Grade C or above) or equivalent qualification
• NVQ Level 3 or equivalent experience

Knowledge and Experience

• Previous experience in office environment
• Competent in the use of Microsoft Office applications including Outlook, Word and Excel.
• Ability to work on own initiative, independently and as part of a team.
• Previous experience of working in a Healthcare environment
• Ability to provide administrative and secretarial support to medical secretaries and the wider clinical team.
• Good communication externally and internally with colleagues at all levels

skills and Aptitudes

• Good verbal and written communication skills
• An understanding of medical terminology

Please note your application will be transferred from the NHS Jobs system to the internal Walsall Healthcare Trac System. All correspondence will be sent via Trac.

Recruitment and Selection Approach

In line with best practice and regulatory guidance, our selection process is fair, consistent and based on your ability to perform the role, contribute to the organisation and your potential for development.

What to expect:

• Application screening: Your application will be reviewed against the person specification
• Interview: Typically, a panel interview with competency-based and values-based questions
• Assessment: Role-dependent assessments may include practical tasks or presentations
• Timeline: We aim to complete the process within 47 days of the closing date. Recruitment Journey is attached to all live vacancies.

We are committed to making reasonable adjustments for disabled candidates at any stage. Please contact us to discuss your needs.

Employer certification / accreditation badges

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.

Application numbers

Please note this vacancy may close early due to high volume of applications

Name Emily Bissell Job title Deputy Care Group Manager Email address Telephone number Additional information

For any further details please contact Emily Bissell on ext.3061

If you have problems applying, contact

Address Walsall Healthcare NHS Trust
Pleck Road
Walsall
WS2 9PS