Relief Medical Secretary - General Medicine B4

NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across a wide range of clinical and non-clinical professions and roles. We deliver acute hospital, primary, community and mental health services to a population of over 1.15 million people, and to a wider population of 2.2 million when regional and national services are included.

The Role

The post holder will provide a comprehensive secretarial and administrative service to a Consultant(s) and their team(s). To act as a focal point for the provision of help and advice to staff members, patients and professionals in relation to service enquiries and co-ordinate the patient’s pathway.

The department provides a full range of professional administrative, secretarial and clerical services which support clinical staff to deliver high quality, efficient and effective patient-centred care within Acute Services, in line with local and national standards.

All other roles will be assessed for sponsorship eligibility in line with current Home Office requirements. NHS Greater Glasgow and Clyde (NHSGGC) can only issue a Certificate of Sponsorship (CoS) where these are met.

Duration, Location, and Working Pattern:

• Part-time Contract (29.7 hours per week)
• Permanent Contract
• Location based in Queen Elizabeth University Hospital
• Work pattern for this post are Monday-Friday, 0900-1700

Key Responsibilities

The following sets out the core responsibilities of the Medical Secretary. The frequency and extent to which the post holder carries out all duties may vary from speciality to specialty.

• Complete personal assistant tasks relevant to supporting the departmental Consultant(s), including word processing, filing, audio-typing, photocopying and the composition of letters, medical reports and preparation of straightforward responses and request to ensure efficiency in patient care.
• Manage Consultant(s)/Team(s) diary to ensure effective time management.
• Sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the Consultant and which may be passed directly to others for action and information.
• Deal with telephone and face to face enquiries from all staff groups, patients, relatives, carers, providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
• Responsible for making arrangements for the appointment of referrals to appropriate clinics and investigative departments or arranging admissions to facilitate the patient journey, taking into account urgency and length of wait.
• Management of the waiting list to ensure available resources are used most effectively in order to appoint patients which meet hospital waiting time targets. o Liaise with a range of departments to ensure patient records are up to date and accurate with inpatient, day care, and outpatient investigatory results.
• Liaise with Consultant’s team for planning of clinic and on-call rotas to ensure effective service delivery and communicate these to department staff. o May be required to record and prepare draft minutes of meetings for review and approval by members of the Consultant team.
• Shared responsibility for typing discharge summaries and clinic letters.
• Update TCI lists through TrakCare in relation to patient admissions and transfers if required.
• Development of office and secretarial practices when necessary to improve service delivery and ensure good practice at all times.
• Provide a reasonable level of cross cover including cross site working when necessary.
• Communicate with Consultants regarding provision of written information required for external agencies when necessary.
• Shared responsibility for Health and Safety within the office area.
• Professional responsibility for mentoring of admin staff. o Promote and display NHS Scotland core values of care and compassion, dignity and respect, openness, honesty and responsibility and quality and teamwork in the discharge of duties.
• Be a role model for NHSGGC organisational values, demonstrating professionalism and a behavioural approach which promotes the principles of dignity and respect for all. o Comply with the requirements of the General Data Protection Regulations, Access to Health Records Act and legislation issued in relation to confidential data

Essential

• Excellent organisational & communication skills
• Advanced keyboard skills and accurate transcription speeds
• Proficient use of computer systems
• Be able to organise & prioritise own workload
• Use a great deal of initiative & resource whilst exercising a high degree of confidentiality, diplomacy & tact
• Excellent interpersonal skills with the ability to demonstrate an all-round professional manner, especially when under pressure with deadlines and conflicting interests.
• Ability to manage interruptions and adjust priorities at short notice
• Ability to work independently or as part of a team

Desirable

• Experience and/or knowledge of waiting list management
• SVQ Business & Administration at SCQF Level 6
• HNC Administration & IT or HNC Business
• Medical terminology

Please refer to the job description and person specification for further details.

What We Offer

We offer a wide range of supportive policies designed to enhance your employee journey, including a comprehensive Employee Assistance Programme, Cycle to Work Scheme, bursary scheme and extensive learning and development opportunities.

As an NHS Scotland employee, you will be entitled to:

• A minimum of 27 days annual leave, increasing with length of service, plus public holidays
• Membership of the NHS Pension Scheme, including life insurance benefits
• Salary Sacrifice Car Benefit Scheme
• Development opportunities including study bursaries, e-learning and classroom-based courses
• Enhanced pay for working public holidays
• NHS discounts on a wide range of goods and services
• Confidential employee support and assistance, including counselling and psychological therapies

Interested?

If you would like to find out more, we would love to hear from you.

For An Informal Discussion, Please Contact

Tracy Cameron, Admin & WL Manager, On 0141 451 6187 or email ***email_hidden***

Information for candidates

This post may close early due to the volume of response. Please submit your application form as soon as possible.

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NHS Greater Glasgow and Clyde (NHSGGC) recognises the importance of work-life balance and is committed to offering a range of flexible working options where service needs allow. For roles where less than full-time hours can be accommodated, and where the tenure is listed as “various” , we encourage applications from individuals seeking flexible working arrangements. Flexible working will be included as a topic for discussion during the recruitment process.

NHS Greater Glasgow and Clyde encourages applications from all sections of the community . We are committed to promoting equality, diversity and inclusion and are proud of the diverse workforce we employ.

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We welcome applications from across the Armed Forces Community and recognise military skills, experience and qualifications throughout the recruitment and selection process.

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