Job summary
We have an exciting opportunity in the Specialist Medicine Planned Care Division at Queen Elizabeth Hospital. We are looking to recruit a Medical Secretary to join the team, providing full secretarial support to consultants and other members of the team.
Main duties of the job
To act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes. The post holder will be based at Queen Elizabeth Hospital, Woolwich.
First point of contact on behalf of the consultant and the Trust and deal effectively and courteously with all enquiries from GPs, parents/carers, other departments within the Trust and external bodies.
To produce correspondence and reports by the use of audio transcription technology/digital transcription.
To type urgent clinical letters, including those of a sometimes distressing or emotional nature from audiotape or direct dictation as agreed.
To use the appropriate IT system for checking patient information and appointments.
To ensure any changes/cancellation to clinics are carried out using Book Wise and all relevant parties are advised of any changes.
To have an awareness of the referral to treatment (RTT) patient pathway journey in order to be able to respond to parents/carers calls and enquires as appropriate.
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
To manage patient records appropriately, ensuring an up-to-date record is maintained of all case notes returned from the wards and clinics, that patient medical records are available for clinic and appointments are dispatched to other departments as necessary.
To maintain and update the diaries of the members of the clinical team as required, and to co-ordinate meetings, teaching sessions/venues as required.
To cover for medical secretary colleagues during periods of absence and annual leave.
To maintain and update the diaries of the members of the clinical team as required, and to co-ordinate meetings, teaching sessions/venues as required.
To take an active role in initiatives to improve the administrative service provided to managers and clinicians, and the service received by patients and relatives.
To organise own work schedule, adapt the schedule as required to meet commitments to others within the agreed timescales and, where this is not achievable, give notification promptly with reasons to line manager.
Please read the job description for further information about this role.
Job description
Job responsibilities
To manage patient records appropriately, ensuring an up-to-date record is maintained of all case notes returned from the wards and clinics, that patient medical records are available for clinic and appointments are dispatched to other departments as necessary.
To maintain and update the diaries of the members of the clinical team as required, and to co-ordinate meetings, teaching sessions/venues as required.
To cover for medical secretary colleagues during periods of absence and annual leave.
To maintain and update the diaries of the members of the clinical team as required, and to co-ordinate meetings, teaching sessions/venues as required.
To take an active role in initiatives to improve the administrative service provided to managers and clinicians, and the service received by patients and relatives.
To organise own work schedule, adapt the schedule as required to meet commitments to others within the agreed timescales and, where this is not achievable, give notification promptly with reasons to line manager.
Please read the job description for further information about this role.
Person Specification
Qualifications and Training
Essential
- GCSEs or equivalent
- RSA3 Typing/Word Processing or other recognised qualification or equivalent experience
- AMSPAR qualification level 2/3
Desirable
- NVQ4 in admin
- EDCL or similar It qualification.
Experience
Essential
- Minimum of 2 years' medical secretarial and/or Personal Assistant to senior level staff
- Computer skills Excel , Word & Power Point
- Experience of managing competing and varied demands
- Audio Typing
Desirable
- Use of Digital Dictation System
Knowledge and Skills
Essential
- Clear handwriting, spelling, grammar & numeracy.
- Ability to use initiative and work unsupervised.
- To have a systematic and methodical approach to work with attention to detail.
- Ability to demonstrate good interpersonal, oral and written communication skills especially when dealing with highly sensitive information and where there are barriers to understanding
- Ability to demonstrate good organisational skills and to prioritise/manage own workload in a demanding environment.
- Ability to meet deadlines.
- Ability to deal tactfully and sympathetically with members of the public and professionals.
- Sound experience working within the NHS or Medical Service Organisation.
Personal Qualities
Essential
- Ability to demonstrate an understanding and respect for confidentiality
- Ability to work closely with team members and external parties.
Person Specification
Qualifications and Training
Essential
- GCSEs or equivalent
- RSA3 Typing/Word Processing or other recognised qualification or equivalent experience
- AMSPAR qualification level 2/3
Desirable
- NVQ4 in admin
- EDCL or similar It qualification.
Experience
Essential
- Minimum of 2 years' medical secretarial and/or Personal Assistant to senior level staff
- Computer skills Excel , Word & Power Point
- Experience of managing competing and varied demands
- Audio Typing
Desirable
- Use of Digital Dictation System
Knowledge and Skills
Essential
- Clear handwriting, spelling, grammar & numeracy.
- Ability to use initiative and work unsupervised.
- To have a systematic and methodical approach to work with attention to detail.
- Ability to demonstrate good interpersonal, oral and written communication skills especially when dealing with highly sensitive information and where there are barriers to understanding
- Ability to demonstrate good organisational skills and to prioritise/manage own workload in a demanding environment.
- Ability to meet deadlines.
- Ability to deal tactfully and sympathetically with members of the public and professionals.
- Sound experience working within the NHS or Medical Service Organisation.
Personal Qualities
Essential
- Ability to demonstrate an understanding and respect for confidentiality
- Ability to work closely with team members and external parties.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
