Medical SecretaryNHS

Job summary

Under the direction of the Business & Support Manager via the Admin Team Lead, the post holder will be required to:

Provide a comprehensive, timely and effective secretarial and administrative support service to Consultant Radiologists, Service Managers and associated staff, following all relevant operational policies, procedures and guidelines.

Use appropriate technologies to manage the diaries of Consultant Radiologists, Service Managers and associated staff, organising meetings, study and annual leave etc. and ensure they are aware of all diary commitments.

Main duties of the job

Use all appropriate technologies and equipment to provide a comprehensive, timely and effective secretarial and administrative support service to Consultant Radiologists, Service Managers and associated staff, following all relevant operational policies, procedures and guidelines.

Ensure that all work tasks are carried out to a high standard of quality which meets all departmental and organisations' requirements for information governance, data protection and confidentiality.

Use appropriate technologies to manage the diaries of Consultant Radiologists, Service Managers and associated staff, organising meetings, study and annual leave etc. and ensure they are aware of all diary commitments.

Act as point of contact for Consultant Radiologists, Service Managers, receiving visitors, and dealing with telephone calls and queries in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion, dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where required.

Job description

Use all appropriate technologies and equipment to provide a comprehensive, timely and effective secretarial and administrative support service to Consultant Radiologists, Service Managers and associated staff, following all relevant operational policies, procedures and guidelines.

Ensure that all work tasks are carried out to a high standard of quality which meets all departmental and organisations' requirements for information governance, data protection and confidentiality.

Use appropriate technologies to manage the diaries of Consultant Radiologists, Service Managers and associated staff, organising meetings, study and annual leave etc. and ensure they are aware of all diary commitments.

Act as point of contact for Consultant Radiologists, Service Managers, receiving visitors, and dealing with telephone calls and queries in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion, dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where required.

Prepare agendas and collate any related documents and information relating to meetings etc for distribution to participants, attend meetings to take minutes as and when required and type up minutes from notes or recorded instructions.

Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met.

Type miscellaneous correspondence, reports, presentations etc., including highly confidential and complex documents using appropriate technologies.

Deal with incoming queries as appropriate from service users in a manner that is consistent with legislation, policies and procedures, taking any necessary action as required, and where necessary lake accurate written messages and pass directors and associated staff members where appropriate.

Deal with and prioritise all incoming post/faxes bringing information of key importance to the attention of directors and associated staff and processing as directed.

Maintain up to date file system for correspondence and other documents and establish and effective 'bring forward' system to facilitate the timely processing of responses, information, correspondence and documents.

Be proactive in the development of administrative services to support activity and assist in the continuous assessment and review of administrative working practices and procedures.

Assist in the day to day supervision, of support staff under the direction of the Admin Team Lead, giving direction and guidance as and when required to ensure that an effective and efficient service is maintained, dealing with issues as they arise, escalating to the Admin Team Lead where appropriate.

Assist in the appraisal process and training and development of support staff in their work area in accordance with all related policies, procedures and guidelines and provide feedback to Team Leads as and when required.

Be fully conversant with all organisational health, safety and security policies and procedures and demonstrate compliance within areas of responsibility through the effective promotion of a healthy, safe and secure working environment for the work team and self by participating in the completion and regular review of any / all work-based risk assessments and mandatory training.

Assist the Admin Team Lead in ensuring that appropriate resources are available within the work area e.g., stationery stocks, equipment etc.

Any other ad-hoc duties as and when required in line with operational and service needs

About us

South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust now form University Hospitals Tees and as such you may be required to work at any site across both Trusts.

At North Tees & Hartlepool NHS Foundation Trust, we want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development.

We support the 'Making Every Contact Count' approach to behaviour change in the promotion of health and wellbeing of individuals and communities.