Team Leader/Medical Secretary

NHS; Huddersfield; On-site; GBP 10,000 - 40,000; Full time

Job description

Calderdale and Huddersfield NHS Foundation Trust

An opportunity has arisen for a Team Leader/Medical Secretary within the Medical Division, working primarily in Palliative Care as a medical secretary, incorporating the management of a number of secretarial teams.

This post will be full time (or job share to fill full-time hours) and cross site working, based at both HRI & CRH per service needs.

You will need to be compassionate and caring, diplomatic and be able to manage the demands of the role with empathy and resilience.

Job Summary

The successful applicants must possess excellent communication skills and have the ability to work well in a team, and be able to display strong management skills.

The successful applicants should possess RSA II word processing or equivalent, and have a good standard of general education with the desire to learn new skills and undertake training.

It would be an advantage if the applicants have secretarial and supervisory experience within an NHS environment, and with EPR & ESR experience. However, training and support would be given.

Main Duties of the Job

The post-holder will provide secretarial/administrative support to the department consultants, designated medical staff and their teams and back fill subject to service needs, and manage a number of secretarial teams.

The post holder will be responsible for maintaining records both manually and on a computer system and demonstrate the ability to handle sensitive and confidential patient information, i.e. clinical letters, investigations and results.

The post holder acts as the first point of contact for all forms of communication for the consultants and Medical Team from GP's, patients and relatives, consultants and other Trusts.

Job Responsibilities

• Prioritize/allocate secretarial workloads, deploying staff depending on service needs.
• Be actively involved in projects and lead on areas of improvement/change.
• Supervise Medical secretarial team - manage annual leave/sickness/return to work interviews/attendance monitoring and performance issues.
• Resolve daily matters with a positive can-do attitude, whilst managing a busy workload.
• Work closely with other Team Leaders, Admin Manager, Operational Managers and General Managers across all areas in a professional manner.
• Validate monthly time sheets for submission to payroll.
• Participate in recruitment and selection including shortlisting and interviewing.
• Deliver inductions and undertake probationary meetings and reviews, documenting outcomes/results on appropriate reporting systems.
• Request and validate flexible workforce shifts subject to service needs whilst staying within budgetary constraints.
• Complete yearly appraisals for your team and set objectives in line with Trust policy to meet contractual targets.
• Complaints investigation, reporting and identifying & implementing lessons learnt.
• Arrange, attend and participate in meetings; minuting meetings as required and following up on actions.
• Oversee the management and monitoring of waiting lists.

Person Specification

Qualifications & Training

Essential

• GCSE English and Maths grade 9-3 (A*-D) or equivalent.
• Accurate keyboard skills to RSA 2 or equivalent.
• Evidence of commitment to organisational and individual development and undertake all mandatory training where required.

Desirable

• Degree or Management Qualification.
• ECDL/NVQ2 in Business Admin/Customer Service or equivalent.

Knowledge, Experience & Expertise

Essential

• Experience in an office environment.
• Experience of using computer programmes e.g. Word, Excel, Outlook.
• Experience of working to deadlines and targets.
• Ability to organise and prioritise own workload.
• Must have good and accurate inputting skills.
• Experience of audio/touch typing with speed and accuracy.
• Awareness of confidentiality.
• Medical terminology.
• Good communication skills, able to communicate clearly and concisely both on the telephone and face to face.

Desirable

• Supervising staff, managing attendance/performance.
• Experience of working in an NHS environment.
• Experience of complaint handling.
• Awareness of Local and National NHS guidelines.
• Understanding of Trust policies and their impact on service delivery.
• Experience of ESR & EPR systems.

Communication & Relationships

Essential

• Excellent written and verbal communication skills.
• Professional and positive attitude.
• Flexible and adaptable.
• Approachable and supportive to others and ability to work in a multi-disciplinary team.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer Details

Employer Name

Calderdale and Huddersfield NHS Foundation Trust

Address

Huddersfield Royal Infirmary/Calderdale Royal Hospital

Huddersfield & Halifax

HX3 0PW

Employer's Website

https://www.cht.nhs.uk