At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work.
Job overview
The role of the Medical Secretary is to provide a comprehensive secretarial, administration and information service to the Microbiology Department Consultants and to support the Microbiology team. The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills, audio-typing, communication and organisation skills. An ability to understand the need for and to maintain confidentiality is essential.
Full training will be provided, previous medical secretarial experience and medical terminology will be advantageous.
Main duties of the job
- Transcription and production of correspondence for the Microbiology Consultants
- Open and prioritise correspondence on behalf of the Consultants.
- Date and stamp all incoming mail, communications and reports.
- Receive, manage and prioritise telephone and personal enquiries, complaints, messages and information from GPs, Consultants, other medical staff and external organisations on behalf of Consultants.
- Undertake self-supervision and effective self-organisation in terms of:-
- Co-ordinating annual and other leave in co-operation with other secretaries and with the approval of management;
- Liaising with other secretary to ensure fair distribution of work by mutual assistance;
- Establish and maintain efficient office system, including filing systems.
- Maintain confidentiality at all times.
- Extract data from patient administration system and other relevant software programmes.
- Produce confidential letters/correspondence for Patients, GP's and Consultants.
- Contact other laboratories.
- Maintain the Consultant Microbiologists diaries as appropriate
- Arrange meetings, prepare and circulate agendas and documentation as required.
- Circulate laminated posters and information leaflets for wards etc when required
- Circulate Ward audit forms and collate information when required.
- Help with preparation of figures of quarterly and annual reports as requested.
Working for our organisation
Established in 2003 East Lancashire Hospitals NHS Trust (ELHT) is a large integrated health care organisation providing high quality acute secondary healthcare for the people of East Lancashire and Blackburn with Darwen.
Our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 700,000 patients a year from the most serious of emergencies to planned operations and procedures. We employ over 8,000 staff, many of whom are internationally renowned and have won awards for their work and achievements.
This role is to join a robust Microbiology team.
Detailed job description and main responsibilities
The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills, audio-typing, communication and organisation skills. See attached documents for the full job description and main responsibilities.
Person specification
Qualifications
Essential criteria
- Four GCSEs including English and Math at C Grade or above or equivalent
- RSA/OCR III typing/Word-processing or equivalent level of skill
- AMSPAR qualification or equivalent
Desirable criteria
- ECDL
- Good standard of general education
Experience
Essential criteria
- secretarial experience or medical secretarial experience
- Working knowledge of Microsoft Word, Excel and Powerpoint
Knowledge and Skills
Essential criteria
- Good computer skills and a good understanding of Microsoft Office and Outlook
- Good secretarial knowledge and practice (generating letters, reports, invoices and presenting documents)
- Highly organised and able to prioritise own workload, work independently and able to adapt to priority changes
- Clear and accurate written and verbal communication skills with people at all levels
- Excellent telephone manner including good listening skills
- Good attention to detail
Desirable criteria
- Medical terminology
- Knowledge of the NHS
- Experience using trust software systems to retrieve data
Personal attributes
Essential criteria
- Proven ability to use own initiative and work without supervision
- Proven ability to keep information confidential
- Friendly and caring manner. Able to work well in a team and be supportive to team members
Desirable criteria
- Ability to adapt to the changing needs of the service
- Able to take on board new ideas, skills and knowledge
Dear Potential Applicant,
It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust
- Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro-rata. For posts on Agenda for Change pay-scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.
- This vacancymay close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.
- Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.
- Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post.Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short-listed.
Disclosure and Barring Scheme (DBS)
If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained.
The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974.
In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.
The cost of an Enhanced Disclosure will be £55.38 and for a Standard Disclosure will be £27.38.
This cost is not applicable for a Volunteer post
The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust.
We aim to employ a workforce that reflects the diverse communities we serve.
We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background.
We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit.
Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme.
If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible. By telephone or email or write to Employment Services, Parkview Offices, Haslingden Road, Blackburn, BB2 3HH
Employer certification / accreditation badges
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
- Job Description and Person Specification (PDF, 784.3KB)
- Privacy Notice (PDF, 305.1KB)
- Benefits of working at ELHT (PDF, 1.2MB)
- Additional Candidate information 2024 (PDF, 408.6KB)
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