Job summary
An opportunity has arisen for a Band 3 Medical Secretary to support the Respiratory Medicine Teams at Heartlands. You will be expected to provide a comprehensive secretarial service within this very busy department. This secretarial role will entail working closely with our Clinical teams to provide safe and effective management of patients; you will be the first point of contact so you should also possess excellent communication skills.
Our Medical Secretaries provide a highly valued service so we are looking for an individual who has experience and a proven track record of working as a Secretary/Administrator for at least 12 months preferably within a healthcare environment; along with accurate audio-typing skills; you should be well organised, be able to multi-task, and stay calm under pressure with the flexibility to respond to any changing service demands at short notice. You should also have working knowledge of MS Office and be able to pick up new IT systems quickly.
The main duties will include audio typing of clinical/admin letters; booking, rescheduling, and cancelling of appointments; diary management; coordinate and arrange meetings including taking minutes; maintaining and ordering stock; record-keeping; inputting of data, organising away days; and any other secretarial/admin tasks.
We are seeking to appoint a motivated and enthusiastic individual who is proactive and is confident within this lead role to troubleshoot any daily issues as they arise
Main duties of the job
* Provide excellent telephone skills, accurately recording telephone messages and queries.
* Be a point of contact for patients/relatives/GPs & other health professionals.
* Provide effective communication & problem-solving skills.
* Attend admin meetings on a regular basis & contribute to working effectively within a team.
* To touch type from audio clinical letters; reports; discharge summaries. This requires an understanding of medical terminology and medications. To ensure that clinic letters are sent out in accordance with locally agreed time limits.
* Arranging patient appointments as required.
* To maintain Consultant diaries as required.
* Input & look up patient data on Trust IT systems in accordance with Trust Policy.
* To manage & progress results of patient investigations and on receipt, prioritise and action according to clinical need, with guidance from the medical team.
* To open and action Consultant post daily.
* To take minutes, book and monitor room bookings.
* To obtain & receive hospital notes from Medical Records Department using case note tracking.
* To assist colleagues as directed and undertake work that has been prioritised by the Medical Supervisor in times of pressure of work.
* Organise daily workload and prioritising tasks to meet timescales & deadlines.
* Scanning documents as required to patient records.
* And any other work as defined in the Job Description.
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.
University Hospitals Birmingham is a Smoke-Free premises hospital.
Job description
Job responsibilities
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
Job description
Job responsibilities
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
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.
