Support Secretary Team Leader
Job Description
Job summary
The Medical Secretary Department is looking for enthusiastic and self-motivated member of staff to ensure the smooth running of the office environment by providing comprehensive, efficient and high quality administrative and leadership services.
This will involve prioritising and organising the day-to-day workload distribution for the Support Medical Secretaries, monitoring of clinical dictations, supervise daily time sheets and ensure cross cover working where appropriate.
This demanding role will require excellent time management and interpersonal skills. The successful candidate must be able to prioritise their own workload and that of others and will require a flexible approach to their duties. They must be able to communicate effectively with staff at all levels within the organisation. The successful candidatemusthaveexcellent knowledge of the Support Medical Secretary role.
A full job description and person specification listing duties and responsibilities for this role is attached.
Main duties of the job
To ensure the smooth running of the Medical Secretary Department by providing comprehensive, efficient and high quality service. This will involve managing the Support Medical Secretaries within the Department ensuring that all available capacity is utilised to its maximum and that all clinical dictations are typed within the KPI deadline. It is essential that you should exercise initiative commensurate with the role and it is vital that confidentiality be maintained at all times.
Manage and organise the day to day activities of a team of Support Medical Secretaries to provide a first class service, ensuring that all work is accurately processed in accordance with relevant Trust policies ensuring all relevant HR policies are adhered to.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job responsibilities
To assist the Support Medical Secretary Assistant Manager in the operational management of the medical secretaries in relation to staffing, personnel issues and adherence to achievement of targets.
Ensure that any service improvements are taken forward and that all key targets are met.
To support an efficient and effective medical secretary service to all Clinical Business Units across the organisation ensuring all relevant targets are met.
Act as a point of contact within the Team, resolving issues and problems escalated by Team Members ensuring communication links are maintained at all times.
Oversee time keeping/signing in sheets from Support Medical Secretaries and report any flexible working requests to the Medical Secretary Assistant Manager
Deal with all annual leave requests from Support Medical Secretaries ensuring that there is cover within the department for all specialities.
Ensure sickness/absence and annual leave is reported on ESR system.
Carry out return to work interviews, escalating trigger points to the Medical Secretary Assistant Manager in line with the Attendance Management Policy.
Undertake appraisal and performance reviews and escalate any issues to the Medical Secretary Assistant Manager. Ensuring dates are recorded on the ESR System.
Cover for the Support Medical Secretaries when short staffed within the department for any speciality (as per the Support Medical Secretaries job description).
Carry out any training and development needs which are required.
Keeping administrative staff personal files up-to-date.
Ensure all Support Medical Secretaries are booked on Mandatory Training ensuring dates are recorded on the ESR System.
Meet regularly with the Medical Secretary Assistant Manager to discuss any performance issues that require managing and also refer any formal conduct/behavioural issues accordingly
Inform the Medical Secretary Manager of any staff requesting a revision of contractual changes, i.e. request of change in days/hours or resignation, therefore enable to correct paperwork to be completed.
Suggest and implement new ways of working where this will improve efficiency and effectiveness.
To ensure all HR policies are communicated widely and implemented.
Implements general Trust policies within the Administrative teams.
Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person.
Deal appropriately with concerns from staff in line with Trust policy.
Person Specification
Qualifications
Essential
- NVQ III or equivalent experience
- RSA II / III Typing or Word Processing
- Knowledge of medical terminology
- Audio typing
Desirable
- AMSPAR Diploma
- European Computer Driving Licence (ECDL)
Knowledge and Experience
Essential
- Previous secretarial experience with knowledge of secretarial/administrative procedures and systems
- Previous Medical Secretary experience
Desirable
- Previous NHS experience
- Knowledge of Microsoft Office Software Package
Skills
Essential
- Able to communicate effectively with a wide range of people, both internal and external
- Ability to work as a member of a team
- Excellent interpersonal skills
- Knowledge of Data Protection
- Flexible working approach
- Ability to plan and organise own workload to meet targets
- Customer Service skills
Other
Essential
- Committed to self-development to meet the requirements of the role
- Ability to concentrate for prolonged periods when transcribing medical audio dictation in a predictable work pattern
- Ability to deal with distressed patients or relatives when answering telephone
- Ability to cope with frequent indirect exposure to distressing or emotional situations in content of clinical correspondence
- Continuous use of computer / keyboard
- Use of trolleys to transport casenotes
- Continuous use of VDU
- Working in an office environment
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
Mersey and West Lancashire Teaching Hospitals NHS Trust
Address
Ormskirk District Hospital
Dicconson Way, Wigan Road
Ormskirk
L30 2AZ
