Working as part of the Medical Specialities team within Diabetes and Endocrinology, you will provide a full and efficient secretarial service to the Directorate in support of the work of Consultants and other Clinical Staff and the Clinical Lead to maximise patient care., 1. A strong understanding of Diabetes and Endocrinology from a medical point of view and ensure that you understand the area in which you are working.
2. Opening, sorting and prioritising incoming mail for the department and managing files to marry up with incoming correspondence.
3. Logging of incoming phone calls; responding to those not requiring input from colleagues and passing messages to other professionals as appropriate. Dealing sympathetically and politely with all telephone callers.
4. Using in depth working knowledge of service, conditions and related terminology to advise (in a nonmedical capacity) patients in order to field simple queries away from consultants and answer/action where possible. E.g. explaining what a short synacthen test is, letting them know how to obtain dates for planned scans, explaining what a virtual clinic is and how that works, explaining agranulocytosis procedure, letting them know how to carry out 24 hour urine collection etc.
5. Type letters and other patient related documentation. Ensuring that all work leaving the department is of the highest quality in terms of presentation and layout and is dispatched within agreed timescales or delegating ad hoc typing requests appropriately to support typists when there are conflicting time pressures.
6. Ensure all investigatory results are seen promptly by the Consultant referring for test, or agreed member of team during periods of leave, and processed accordingly.

Working for our organisation
"Our STAR values - Service, Teamwork, Ambition and Respect - are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.", 7. To provide an administrative service to nominated medical staff as required (e.g. diary management, computerised and hard-copy filing systems, calling patients on request, liaising with records department and external hospitals to chase documentation).
8. Replenishment of consultant rooms, chasing orders of blood and urine forms, steroid cards and other testing documents ready for the consultant including printer paper.
9. Familiarisation of department SOPs and keeping abreast of departmental changes, updating SOPs where necessary.
10. Preparing "virtual clinic" packs of patient queries/reviews and external queries to match Careflow virtual clinic lists in order for consultants to review patient cases.
11. Ensuring all leaflets/blood forms etc are enclosed when sending any attachments with the correspondence.
12. When required, download outsourced typing from DICT8 and copy/paste into Careflow to then be checked by consultants and letters sent out to patients when approved.
13. Upload external documentation to Careflow in a timely manner and ensure consultant is notified of incoming documentation.
14. To actively take part in the Choose and Book/ ERS referral service daily. Accurately processing and logging GP endocrine referrals and handing to consultants on rota basis.
15. Ensuring all tertiary referrals are recorded on the correct departmental spreadsheet for team clarification.
16. Receive, process and log all internal endocrine referrals appropriately and hand to triaging doctor on rota basis.
17. Chasing clinic notes at short notice of templates going on. Liaising with health records, notes room and nurses station making sure consultant have clinic notes on time for short notice clinic.
18. Receive and process diabetes referrals daily into single point triage folder accessible to community diabetes triaging consultants for review on a weekly basis.
19. Support clinical psychologist and referrals, admin for them.
20. Upload PCN IDT MDT documents to Careflow when emailed by community diabetes nurses on a weekly basis.
Full duties can be found on the attached Job Description
Thank you for expressing interest in this role. For further employer guidance, please review the attached supplementary applicant information.
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used, then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications, subject to eligibility of the role for a skilled worker visa and salary requirements. Not all roles in the Trust are eligible for sponsorship.
Eligibility for this role requires:
+ Current right to work in the UK, subject to verification.
+ Qualification of the eligibility sponsorship criteria
From 4 April 2024, UK immigration policy changes has increased minimum salary levels for skilled workers. For further information visit the UK Visas and Immigration website (Opens in a new tab).
Current employees should be aware that this position is advertised as a Great Western Hospitals position and appointment ends any TUPE protection.
Candidates are responsible for covering the cost of their own DBS check if required: £21.50 for a Standard DBS check, recoverable from the first pay, or £49.50 for an Enhanced DBS check, divided and recoverable over the initial two pay periods. Payment for DBS checks for bank posts must be settled prior to commencement. Apprentices are exempt from DBS payment.
We are committed to supporting our staff in achieving a healthy work-life balance through flexible work arrangements. Upon joining the Trust, you have the right to request flexible working, with an unlimited number of requests allowed.
Upon acceptance of a job offer, your information will be transferred to the national NHS Electronic Staff Records System. All communication regarding your application will be conducted via email; please ensure to check your junk/spam folders as emails may occasionally be filtered there.

The successful candidate must be able to prioritise work in order to maximise the effectiveness of the service and demonstrate a high level of organisational skills. The role requires organisation skills and service to patients and relatives, hence a good communication skills are essential. The post is part of a team comprising of Medical Secretaries and Typing Clerks. The candidate should also demonstrate a willingness to contribute to the team objectives of the department in providing a high quality service and support Typing Clerks and new staff as required.

Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital.
Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.
We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.
The Trust is a Disability Confident Employer; all applicants who have a disability can opt to be considered under the guaranteed interview scheme, which means that, providing they meet the minimum essential criteria for the post, they will be offered an interview. We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.
If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.