Band 4 Administrator (Medical Secretary)

Job summary

Band 4 administrator (Medical Secretary) required for the Emergency Department at University Hospitals Birmingham. Two positions are available one based at Good Hope Hospital and one based at Heartlands Hospital.

This is an exciting opportunity for a self-motivated, highly organised individual. This is a varied and interesting role with no two days the same.

You will provide administrative support to the Consultants, Matrons and the Operational team.

We would welcome applicants with Secretarial experience and those with strong administration, organisational and communication skills you are required to be experienced in minute taking, and able to work on your own initiative and also work well as part of the team. The applicant must be able to work under pressure and have excellent time management skills to meet competing priorities.

The successful candidate will be part of a team of administrator's and medical secretaries and will work closely with clinical staff and managers

Please see the Job Description / Person Specification for further information. Only applicants with the necessary qualifications and skills will be considered for interview.

Main duties, tasks & skills required

* 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

* Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

* Ability to recognise situations that should be referred onto the Line Manager and take prompt and appropriate action

* 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

* Arrange and prioritise meetings and case conferences as appropriate

* Work collaboratively as part of an integrated team

* Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct and ensure they are adhered to across the team

* Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services

. Organise Meetings, send agenda's and minute meetings and distribute to the appropriate team in a timely manner.

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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

*Please Note : For a detailed job description for this vacancy, please see attached Job Description* 

Person specification

Qualifications

Essential

* Good General Education (eg. GCSE English and Maths A-C) GCSE Level 9-4

* Business Administration NVQ level 3 or equivalent experience in a clerical environment

* AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology

* Working knowledge of medical terminology

Experience

Essential

* Experience of working as a Medical Secretary

* Experience of dealing with the Public/Customer service experience

* Experience of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)

* Experience of using IT systems

* Experience of working in Healthcare

* Good Organisational skills

* Able to use own initiative and deal with the unpredictable

* Able to work under pressure and to multi-task

* Able to work to deadlines

Desirable

* Experience of working in a busy environment 

Additional Criteria

Essential

* Good communication / customer care skills both written and verbal demonstrating sympathy and compassion

* Good keyboard / IT skills

* Good organisation skills and ability to multitask

* Good time management skills

* Ability to deal professionally with enquiries from staff, patients and visitors

* Ability to problem solve

* Understand confidentiality and apply the principles in everyday working practice

* Ability to pay attention to detail where there are predictable interruptions to the work pattern

* Ability to deal with stressful situations and sensitive issues

* Work effectively and flexibly as part of a team to meet the needs of the services

* Confident in dealing with people at all levels

* Must be able to demonstrate an understanding of equality and diversity

* Mature open and flexible approach to work

* Demonstrates care and compassion

* Good inter-personal and communication skills

* Good organisational skills

* Team Player

* Conscientious

* Demonstrates reliability, motivation and commitment

* Ability to travel to multiple sites

* Ability to work under pressure and deal with stressful situations

Desirable

* Ability to work under pressure and deal with stressful situations 

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: 

Michelle Shaw 

michelle.shaw@uhb.nhs.uk 

01214247243