Band 3 Support Medical Secretary

Job summary

To provide secretarial support to Consultants and their teams with particular responsibility for audio typing clinic letters, general copy typing correspondence, minutes and reports, uploading correspondence, requesting imaging from other hospitals and other general administrator duties as required. To provide administrative support to the department/Clinical Team.

The post holder will provide an empathic and sensitive point of contact for patients/relatives and carers, undertaking work under the direction of the Team Leader Medical Secretary.

Main duties, tasks & skills required

To touch type from audio and/or copy type from written documentation the following documents: clinic letters; results letters; discharge summaries; medical reports and reports in response to complaints. This requires an understanding of medical terminology, phraseology, and medications. Some documents may be of a complex or distressing nature

*Arranging patients' appointments as required under direction of the Team Leader Medical Secretary

*To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries of a clinical and non-clinical nature

*Ensure that clinic letters are sent out in accordance with the locally agreed time limits

*Receiving and dealing with telephone enquiries as appropriate

*To maintain the Consultant's diaries as required

*Input and look up patient data on Trust IT systems in accordance with Trust policy

*To ensure Consultant's post is opened daily and dealt with accordingly

*Arrange meetings and appointments as necessary

*To assist colleagues as directed by the Team Leader in times of pressure of work

*Obtaining & receiving hospital notes from Medical records Department as required using the case note tracking system

*Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department

*Photocopying, scanning letters and documents as required

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 (e.g. GCSE English and Maths A-C) GCSE Level 9-4

*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 (eg. Word, Excel and Outlook)

*Experience of using IT systems

Desirable

*Experience of working in a busy environment

*Experience of working in Healthcare

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

*Ability to problem solve

*Understand confidentiality and apply the principles

*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

*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

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: 

Victoria Wall 

victoria.wall@uhb.nhs.uk 

01213716893