Medical Secretary

The Rotherham NHS Foundation Trust

The closing date is 01 February 2025

Job summary

We are looking for a motivated Medical Secretary to join our friendly team on a full time basis. Your duties will include:

To ensure strict confidentiality at all times. Comply with requirements of Data Protection Act, Access to Health Records Act and legislation issued in relation to confidential data.
To prioritise and manage own busy workload in order to provide an excellent comprehensive and efficient secretarial service to the Consultants and supporting staff, as appropriate.
To work as part of a team in ensuring the efficient running of the Department.
To ensure close and effective communication with colleagues, patients and their relatives along with external agencies, ensuring electronic distribution lists are up-to-date.
To undertake the typing of letters/reports within agreed time scales for the Consultants and support medical staff which involves producing a high number of detailed letters and reports which require a high level of accuracy and an understanding of medical terminology.
To liaise with the appropriate departments and ward staff to process Urgent Inpatient Referrals, together with the typing of any associated correspondence.
To maintain an effective filing system both electronically and paper based.
To ensure that all appropriate correspondence is in patient case notes for clinic attendances.
To provide cover where necessary for departmental colleagues in times of annual leave/sickness and to undertake associated duties.

Main duties of the job

Ensuring relevant case notes are available in an agreed timescale for urgent Consultant queries.
To liaise with the Contact Centre and the Service Manager to ensure appointment slots are used efficiently and to a capacity where patients are seen within agreed timescales.
To ensure accurate and up-to-date information for the Trust is waiting list requirements as per protocol.
To ensure relevant clinics are cancelled in a timely manner by e-mailing the Service Manager in times of Consultants annual and study leave.
To receive phone calls and take appropriate action ensuring effective communication is used and timescales are met.
To maintain Consultant/s daily electronic diaries/correspondence.
To prepare agendas, take/type up monthly Clinical Governance Minutes, keeping CG Electronic Distributions List up-to-date for distribution purposes.
Maintenance of Case note Tracking System as per Trust guidelines.

About us

The Rotherham NHS Foundation Trust (TRFT) is a combined acute and community Trust serving our local population of around 270,000 people. Our vision is to always act the right way and be proud to provide exceptional healthcare to the communities of Rotherham.

As a Trust we are on a journey to excellence and our people and culture are at the heart of everything we do for patients. In the latest NHS Staff Survey, we are the second most improved Trust in England for would you recommend the Trust as a place to work?, and were one of the most improved for staff engagement overall.

But dont just take our word for it each year hundreds of colleagues receive nominations for our Excellence and Proud awards, showcasing our brilliant people and recognising their achievements. Our people make a difference to the lives of patients every day and we are proud of the improvements we are making.

All of our 5,100 colleagues are key to our improvement journey, and we are continuing to improve our services by upholding the Trusts values of Ambitious, Caring and Together. If you are passionate about making a difference, then please apply to join us on our journey to excellence.

Date posted

22 January 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year Pro rata/per annum

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9165-24-12-062

Job locations

The Rotherham Nhs Foundation Trust

Moorgate Road

Rotherham

South Yorkshire

S60 2UD

Job description

Job responsibilities

Please see attached the job description and person specification for the full details about the role and the responsibilities.

Job description

Job responsibilities

Please see attached the job description and person specification for the full details about the role and the responsibilities.

Person Specification

Qualifications

Essential

GCSE English (or equivalent), Grade C or above

Desirable

RSA III typing or equivalent
ECDL, Clait or equivalent

Experience

Essential

Recent experience working as a medical secretary including medical audio transcription
Recent experience of Microsoft Word processing and spreadsheet packages
Recent experience using a data base

Desirable

Experience of waiting list management
Experience of using patient administration system (EPR)
Previous experience in the organisation of minutes, including minute taking and the typing of minutes and agenda
Knowledge of the TalkingPoint system for typing letters

Person Specification

Qualifications

Essential

GCSE English (or equivalent), Grade C or above

Desirable

RSA III typing or equivalent
ECDL, Clait or equivalent

Experience

Essential

Recent experience working as a medical secretary including medical audio transcription
Recent experience of Microsoft Word processing and spreadsheet packages
Recent experience using a data base

Desirable

Experience of waiting list management
Experience of using patient administration system (EPR)
Previous experience in the organisation of minutes, including minute taking and the typing of minutes and agenda
Knowledge of the TalkingPoint system for typing letters

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.