Band 3 Medical Secretary

The closing date is 12th Feb 2023

Job summary

We are seeking to recruit an enthusiastic and motivated medical secretary to join our friendly team and provide administrative and secretarial support to the clinical team within the Neuroscience Department at University Hospitals Birmingham NHS Trust (Queen Elizabeth Hospital Birmingham). 

Main duties, tasks & skills required

The successful candidate will be required to be a key member of the secretarial team and duties include digital/audio typing, booking outpatient appointments, answering patient queries and general administrative support. They should ideally hold the following qualifications: GCSE or equivalent pass in English language, RSA II typing/word processing and medical terminology. 

About us

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:

Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

Job description

Communication:

  • Provide excellent telephone skills. Accurately record telephone messages and other enquiries and refer as appropriate
  • To provide a point of contact for patients/relatives/carers, GPs and other health care professionals who can be emotional and highly distressed, ensuring that any language or other communication barriers are overcome
  • Provide effective communication and problem solving both face to face and via telephone
  • Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation
  • Attend admin team/departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

Analytic and Judgemental Skills/Freedom to Act:

  • Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision
  • Ability to recognise situations that should be referred onto the Supervisor and take prompt and appropriate action

Planning and Organisational Skills:

  • To manage and progress results of patient investigations and on receipt, prioritise and action according to clinical need, with guidance from the medical team
  • Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
  • Undertake work that has been prioritised by the Supervisor/ Line Manager
  • Book, monitor room bookings and arrange meetings as and when required

Policy and Service Responsibilities:

  • Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct relating to own role
  • Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services

Responsibility for Staff:

  • Participate in the induction and training of all new members of staff

Demonstrate own activities to new / less experienced staff

Responsibility for Information:

  • To liaise with medical records with regard to availability of medical notes for forthcoming clinics, ensuring where possible, all results/correspondence are available for the patient's clinic appointment
  • To develop and maintain an efficient individual filing system on behalf of the team to include correspondence, reports, complaints, research and results
  • Be responsible for confidentiality in line with Trust policy and procedures
  • Accurately input data using a variety of Trust IT systems in a timely way
  • Prepare and scan information onto the Trust IT systems
  • Ensure all information held is kept up to date
  • Be responsible for the quality of information
  • Shred and destroy confidential documentation in line with Trust policy
  • Provide information / produce basic routine reports at an appropriate level under supervision
  • Input staff information into the Electronic Staff Record adhering to confidentiality

Research and Development:

  • Undertake surveys and routine audits of own work as and when required
 

Person specification

Qualifications

Essential

English and Maths GCSE, 9-4 or A*-C
Business Administration NVQ level 3 or equivalent experience in a clerical environment 

Desirable

AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology

Experience

Essential

Experience of dealing with the public/customer service experience
Experience of working with a range of Microsoft Office packages
Experience of using IT systems 

Desirable

Experience of working in a busy environment
Experience of working in a healthcare environment 

Additional Criteria

Essential

Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
Good organisation skills and ability to multitask
Good time management skills
Ability to deal professionally with enquiries from staff
Ability to pay attention to detail where there are predictable interruptions to the work pattern
Ability to deal with stressful situations and sensitive
Work effectively and flexibly as part of a team to meet the needs of the services
Must be able to demonstrate an understanding of equality and diversity
Ability to travel to multiple sites

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.

For help with your application, contact: 

Susan Hetherington 

susan.hetherington@uhb.nhs.uk 

01213714956 

Pay scheme

Agenda for Change 

Band

Band 3 

Salary

£21730.00  to £23177.00 Yearly 

Contract

Permanent 

Working pattern

Full-Time, Flexible Working 

Reference number

304-1069740DH 

Job locations

Queen Elizabeth Hospital 
Mindelsohn Way 
Birmingham 
West Midlands 
B15 2TH 

Attachments

This vacancy is closed to applications.