Vacancy overview

The duties and responsibilities listed below are representative of the Associate Medical Secretary role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the secretarial service.

Secretarial/Administrative responsibilities

• Provide full secretarial support to the consultants and members of their teams with respect to their general medical duties and specialist work.
• Type clinical letters which may include those of a distressing or emotional nature, as well as discharge summaries or other relevant correspondence and documents as required in line with the Trust targets and local SOPs.
• Complete general clerical duties including photocopying, filing, collection, opening and distribution of post, faxing, arranging couriers, shredding of confidential information.
• Be aware of, and ensure co-ordination of work to meet quality standards with regard to accuracy and deadlines.
• Ensure that all daily tasks and ongoing workloads are prioritised and completed within agreed timeframes.
• Prioritise incoming correspondence and ensure it is promptly dealt with the appropriate member of staff.
• Manage the transfer of patient information in line with the Trust policies and procedures for patient records and clinic processes.
• Receive and forward referrals to the appropriate departments or clinicians to ensure appointments are arranged within NHS and local waiting time standards.
• Book investigation appointments for patients in accordance with timeframes specified by the consultant and ensure patient files are updated with relevant information following the investigations.
• Act as a central point for information and communication for the clinical team.
• Locate, collect and book patient notes in and out of the department as required.
• Assist with induction and on-the-job training of new and agency members of staff.
• Assist in providing cover for other secretaries in the Directorate to ensure continuity of service to consultants, medical staff, service users and patients.
• Participate in departmental development initiatives as appropriate and participate in departmental meetings.
• Undertake any training as required to complete the tasks associated with the role.
• Undertake any other duties commensurate to the grade required to ensure the smooth and efficient running of the office.

Information Systems

• Effectively and efficiently administer and maintain all relevant IT systems including PAS (Patient Administration System) and other local systems.
• Maintain office filing systems both manually and electronically.
• Via PIMs, book and make changes to appointments, help with rescheduling of clinics.

Communication

• Manage and answer all telephone calls related to the service, ensuring that patients and visitors are communicated with in a sensitive and effective manner and problems are dealt with promptly and efficiently, referring to senior secretarial support when appropriate.
• Handle confidential patient information and material in a sensitive and discrete fashion in compliance with Trust policy and procedure.
• Communicate effectively with a multi-disciplinary group of people.
• Liaise with other departments and members of the Trust to ensure the smooth running of the office and to assist the functioning of the team

Skills required

• Excellent Customer Service
• Proficient in Microsoft packages inc Word and Excel
• Excellent organisational skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines.
• Understanding of confidentiality and its application and maintenance in and out of the workplace.

Personal qualities

• Excellent communication skills
• Ability to work within a team and develop good working relationships with colleagues at all levels
• To be flexible in their approach to the work, according to priorities and changing organisational systems
• Good timekeeping and reliable
• Able to work in a fast paced environment
• Understands and implements the Organisational Values of the trust to: put patients first, take pride in what they do, respect others, strive to be the best and act with integrity

Qualifications required

A*-C GCSE or equivalent in Math and English (certificates required as evidence)

Training provided

Programme: Business Administrator

Level: 3
Duration: 15 months
Course Type: Apprenticeship Standard

Apprenticeship Delivery: Work based qualification. A tutor will visit you every 4-6 weeks in your work place.

Units Covered:

The Apprenticeship programme is made up of different units. Apprentices will be assessed on their knowledge, skills and behaviours throughout the apprenticeship and tracked online using an e-portfolio.

These are grouped into 3 themes which complement each other and are as follows:

• Core Business & Administration
• Managing Self & Personal Skills
• Using Resources & Achieving Results.

Assessment:

After each theme is complete, a Mock End Point Assessment is carried out to ensure apprentices are prepared for the End Point Assessment at the end of the programme.

• After a minimum of 372 days and successful delivery of the programme, the end point assessment will take place. The end-point assessment is a synoptic assessment of the skills, behaviours and knowledge that have been developed throughout the apprenticeship.
• End-Point Assessments will involve an independent assessor carrying out final assessments with the apprentice, to ensure that the competences and learning within the ‘Apprenticeship Standard’ have been met. 

Apprentices can achieve a pass, merit or distinction dependent on how well they perform in their End-Point Assessment.

Company benefits

• 27 days holiday
• As an employee at Guy's and St Thomas', you get exclusive pricing at thousands of stores through Perks at Work.
• Health discounts - The Health Service Discounts scheme is specifically for NHS staff, with over 1 million members. National discounts are available from major retailers
• Blue Light Card - The Blue Light Card scheme provides NHS staff with discounts online and on the high street. You can sign up for free to access all of their special offers, or you can pay just £4.99 for a five year membership (that's less than £1 per year) for a physical card that you can use on the highstreet

To apply please fill out this Expression of Interest form or email [email protected]