Job summary
An exciting opportunity has arisen within the Gastroenterology and Hepatology Department for a new medical secretary. We are seeking an enthusiastic, motivated, and flexible team player.
We are looking for a patient orientated individual to work 37.5 hours over a 5 day week to support the consultants. If you are capable, helpful and enthusiastic and want to make a difference this could be the post for you.
Main duties of the job
- Provide a high quality service and oversee comprehensive administrative and/or secretarial support for a function, programme or project with the focus being on delivering excellent customer service as a front line of the team.
- Deliver discrete administrative work to the specification of the Department/Section, on time and within budget.
- Liaison with other senior personnel and their support personnel for close coordination of diverse aspect of work.
- Support team members to deliver on their functionally relevant objectives through offering advice, guidance and support as appropriate.
- Work with those you support to develop a collaborative working partnership, which positively contributes to their overall efficiency & role performance.
- Proactively identify additional support services which would increase the efficiency of those you support and instigate these activities in agreement with your executive / team.
- Maintain and improve your knowledge & understanding of the health service arena; including health systems, policy support and current issues.
- Engage with external clients/partners/stakeholders (e.g. Patients, Health practitioners, individuals and representatives bodies) to gain their necessary level of contribution & commitment to the successful delivery of your work.
- Increase the level of guidance knowledge & skills within the Trust through documenting key learning and supporting others to develop their abilities.
About us
The Trust is committed to driving excellence in care for our patients and communities and was rated good by the Care Quality Commission report published 2020 and became a University Hospital. We are ranked as the third in the country for research; embedding education and training across the organisation and we continuously strive to achieve our core values which are at the heart of everything we do. The Trusts main hub is the Queen Alexandra Hospital, starting life as a military hospital over a century ago and now one of the largest hospitals on the south coast and you may have seen us on the TV series Nurses on the Ward. The Trust provides comprehensive secondary care and specialist services to a local population of 675,000 people across South East Hampshire. The Trust employs over 8,000 staff and are #ProudtobePHU; our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because its the right thing to do, but because it makes our hospital stronger. If you share our values and our enthusiasm for providing outstanding care and support for patients, colleagues and our community you will find a home at PHU. In recruiting for our team, we welcome the unique contributions that you can bring in
terms of your education, opinions, culture, ethnicity, race, sex, gender
identity and expression, nation of origin, age, languages spoken, veterans
status, colour, religion, disability, sexual orientation and beliefs.
Job description
Job responsibilities
- To provide high level in patient outpatient management support, in accordance with the principles contained within the Trusts Waiting List Policy.
- To ensure patients are selected for admission in order of clinical priority. To ensure that routine patients are treated within the agreed target waiting times.
Key Responsibilities:
The Medical Secretary will communicate clearly and understand and deliver the principles of good customer care, when dealing with patients, their relatives or carers, in answering initial enquiries from departments and external organisations such as the police, social services, child protection agencies, etc. The Medical Secretary will be the first point of contact across trust boundaries for the clinical department. The Medical Secretary will provide written information to a high standard which may be of confidential nature and condition specific to the patient in a given format.
The Medical Secretary will have knowledge, training and experience to be able to demonstrate:
- Current skills and competencies in the Microsoft office suite, relevant demonstrable experience as detailed in the person specification.
- Good keyboard skills and the ability to touch type.
- Experience of audio typing.
- Work within office conditions.
- Concentrate in an office environment and within a predictable work pattern.
- Withstand the environment of indirect emotional disturbance brought about by typing letters of a potentially distressing nature.
- Use a VDU more or less continuously for word processing and input.
- Work to the framework set out for this role, under the supervision of the Secretarial Supervisor.
- The Medical Secretary will have sufficient understanding of the department and to understand how to respond to and provide information of a non-clinical nature to patients and carers, exercise judgement when deciding to escalate patient queries and responses to the Office Manager and/or to be able to redirect the patient as necessary to the correct part of the organisation to address an enquiry about the patient pathway.
- The Medical Secretary will demonstrate integrity and confidentiality and support the Admin Manager in organising activities, meetings and diaries.
The Medical Secretary will be responsible for:
- Patient care by giving non-clinical advice and providing information about the patient pathway, re-directing as necessary to the appropriate department.
- Planning and organise own time within standard operating procedures and with reference to the Admin Manager.
- Routine duties, data entry and other tasks delegated by the Admin Manager.
- Implementation of policy, practice and procedure in own post and contribute to the debate on how implemented in the department.
- Maintenance of stock according to Trust policy and process and the holding of petty cash.
- Regular requirement to type reports and create presentations using software.
- Taking and transcribing of minutes of departmental and consultants meetings.
- Maintenance of accessible and accurate electronic data storage for the department.
- Audits as required for own work or securing information or databases on behalf of a consultant under close supervision.
- Filing and general office duties and to cover clerical duties for other staff in the department as required.
- To participate in developmental training as required.
- The post holder must maintain the confidentiality of all electronically and manually stored data in line with the provision of the Data Protection Act.
- There will be other duties and requirements associated with the post and in addition as a term of your employment the post holder may be required to undertake various other duties and/or hours of work as may be required by the Service Floor Manager/Admin Manager.
Job description
Job responsibilities
- To provide high level in patient outpatient management support, in accordance with the principles contained within the Trusts Waiting List Policy.
- To ensure patients are selected for admission in order of clinical priority. To ensure that routine patients are treated within the agreed target waiting times.
Key Responsibilities:
The Medical Secretary will communicate clearly and understand and deliver the principles of good customer care, when dealing with patients, their relatives or carers, in answering initial enquiries from departments and external organisations such as the police, social services, child protection agencies, etc. The Medical Secretary will be the first point of contact across trust boundaries for the clinical department. The Medical Secretary will provide written information to a high standard which may be of confidential nature and condition specific to the patient in a given format.
The Medical Secretary will have knowledge, training and experience to be able to demonstrate:
- Current skills and competencies in the Microsoft office suite, relevant demonstrable experience as detailed in the person specification.
- Good keyboard skills and the ability to touch type.
- Experience of audio typing.
- Work within office conditions.
- Concentrate in an office environment and within a predictable work pattern.
- Withstand the environment of indirect emotional disturbance brought about by typing letters of a potentially distressing nature.
- Use a VDU more or less continuously for word processing and input.
- Work to the framework set out for this role, under the supervision of the Secretarial Supervisor.
- The Medical Secretary will have sufficient understanding of the department and to understand how to respond to and provide information of a non-clinical nature to patients and carers, exercise judgement when deciding to escalate patient queries and responses to the Office Manager and/or to be able to redirect the patient as necessary to the correct part of the organisation to address an enquiry about the patient pathway.
- The Medical Secretary will demonstrate integrity and confidentiality and support the Admin Manager in organising activities, meetings and diaries.
The Medical Secretary will be responsible for:
- Patient care by giving non-clinical advice and providing information about the patient pathway, re-directing as necessary to the appropriate department.
- Planning and organise own time within standard operating procedures and with reference to the Admin Manager.
- Routine duties, data entry and other tasks delegated by the Admin Manager.
- Implementation of policy, practice and procedure in own post and contribute to the debate on how implemented in the department.
- Maintenance of stock according to Trust policy and process and the holding of petty cash.
- Regular requirement to type reports and create presentations using software.
- Taking and transcribing of minutes of departmental and consultants meetings.
- Maintenance of accessible and accurate electronic data storage for the department.
- Audits as required for own work or securing information or databases on behalf of a consultant under close supervision.
- Filing and general office duties and to cover clerical duties for other staff in the department as required.
- To participate in developmental training as required.
- The post holder must maintain the confidentiality of all electronically and manually stored data in line with the provision of the Data Protection Act.
- There will be other duties and requirements associated with the post and in addition as a term of your employment the post holder may be required to undertake various other duties and/or hours of work as may be required by the Service Floor Manager/Admin Manager.
Person Specification
Skills & Knowledge
Essential
- Good communication skills both written and oral.
- Ability to use a personal computer with knowledge of word processing and Windows applications.
- Working knowledge of clerical and financial procedures.
- Ability to operate a personal computer with knowledge of word processing, spreadsheets, database and presentation software.
- Ability to understand and work with financial, administrative and personnel processes and practises.
- Strong customer service skills.
- Knowledge of NHS specific software and applications.
- Flexibility.
Desirable
- Understanding of medical terminology.
- Knowledge and experience of hospital databases.
- Knowledge of medical terminology.
- Knowledge of NHS specific software.
Experience
Essential
- Experience of audio typing.
Qualifications
Essential
- Secretarial diploma RSA 3 or relevant equivalent.
- Combination of training courses in office procedures, business administration and typing/ keyboarding courses.
Person Specification
Skills & Knowledge
Essential
- Good communication skills both written and oral.
- Ability to use a personal computer with knowledge of word processing and Windows applications.
- Working knowledge of clerical and financial procedures.
- Ability to operate a personal computer with knowledge of word processing, spreadsheets, database and presentation software.
- Ability to understand and work with financial, administrative and personnel processes and practises.
- Strong customer service skills.
- Knowledge of NHS specific software and applications.
- Flexibility.
Desirable
- Understanding of medical terminology.
- Knowledge and experience of hospital databases.
- Knowledge of medical terminology.
- Knowledge of NHS specific software.
Experience
Essential
- Experience of audio typing.
Qualifications
Essential
- Secretarial diploma RSA 3 or relevant equivalent.
- Combination of training courses in office procedures, business administration and typing/ keyboarding courses.
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.
