Job summary
***Previous applicants need not apply***
An opportunity has arisen for an enthusiastic person to join our friendly team working in the Unscheduled Care Directorate based at the Great Western Hospital as a Medical Secretary/Administrator. You will be working in the Department of Neurology and Stroke Medicine but may, at times, be required to work in other Departments within the Directorate.
Your role is to provide a comprehensive secretarial role to assist consultants and their teams which will involve typing clinic letters and other related documents with high accuracy and in line with agreed Trust targets. You will be working 37.5 hours per week.
The ideal candidate should have good communication skills and be able to prioritise their own workload. GCSE in English and RSA Typing or equivalent keyboards skills are essential. Previous NHS experience and a knowledge of medical terminology are desirable. Audio typing experience and use of Microsoft packages are essential
Main duties of the job
1. Provide full secretarial support for Consultants in DOME/Neurology/Stroke.
2. Typing clinics, letters, reports, and other patient related documentation. Ensure that all work leaving the department is of the highest quality in terms of presentation and layout and is dispatched within agreed timescales.
3. File tests and loose histories regularly as appropriate, or arrange for them to be scanned onto theindicated computer system.
4. Learn the digital dictation system and ensure that processes are followed.
5. Retrieve and return case notes / medical records and ensure that they are processed in accordance with Trust policy ("Case note tracking" and "Filling in Case notes").
6. To undertake administrative (Choose and Book accepts), clerical duties as required.
7. To answer phones professionally, deal with queries wherever possible, record messages accurately and forward on to the appropriate individual for actioning.
8. Submit referrals from GPs/other consultants to Health Records for registration; pass to consultant for assessment, and then Appointments Clerk as appropriate for appointments to be made.
About us
Our STAR values are at the heart of everything we do. You can expect to see them in the way we act and the way we treat each other. Our values make us who we are.
Service We will put our patients firstTeamwork We will work togetherAmbition We will aspire to provide the best serviceRespect We will act with integrity
Job description
Job responsibilities
9. Request appointments, cancellations, expeditions as required.
10. Booking annual leave and study leave for consultant. Ensure commitments are cancelled, ie clinics,checking that these have been done by the relevant person.
11. Arrange meetings, book rooms and equipment as requested. Co-ordinate diaries. Take Minutes andprepare Agenda items.
12. Prepare and deal with all forward filing, or retrieval of case-notes, whenever required.
13. Update and maintain a working knowledge of hospital systems so that enquiries can be dealt withefficiently.
14. Distribute all incoming correspondence and ensure outgoing mail is ready for daily collection.
15. Participate in meetings and be actively involved in generating ideas for service improvement.
16. Promote a positive image of the Trust at all times.
17. Other duties and responsibilities of the post will be flexible and will be reviewed by the Team Leader.
Job description
Job responsibilities
9. Request appointments, cancellations, expeditions as required.
10. Booking annual leave and study leave for consultant. Ensure commitments are cancelled, ie clinics,checking that these have been done by the relevant person.
11. Arrange meetings, book rooms and equipment as requested. Co-ordinate diaries. Take Minutes andprepare Agenda items.
12. Prepare and deal with all forward filing, or retrieval of case-notes, whenever required.
13. Update and maintain a working knowledge of hospital systems so that enquiries can be dealt withefficiently.
14. Distribute all incoming correspondence and ensure outgoing mail is ready for daily collection.
15. Participate in meetings and be actively involved in generating ideas for service improvement.
16. Promote a positive image of the Trust at all times.
17. Other duties and responsibilities of the post will be flexible and will be reviewed by the Team Leader.
Person Specification
Qualifications
Essential
- Educated GCSE (or equivalent) English and Maths
- RSA II or equivalent in secretarial skills and typing
- Demonstrable working knowledge of Microsoft packages- Word, Excel etc
Desirable
- Certificate in Medical Terminology
- European Computer Driving Licence
- Secretary qualification
Skills
Essential
- Typing skills
- Ability to communicate effectively and efficiently - verbal and written
- Ability to work effectively, independently and as part of a team
Person Specification
Qualifications
Essential
- Educated GCSE (or equivalent) English and Maths
- RSA II or equivalent in secretarial skills and typing
- Demonstrable working knowledge of Microsoft packages- Word, Excel etc
Desirable
- Certificate in Medical Terminology
- European Computer Driving Licence
- Secretary qualification
Skills
Essential
- Typing skills
- Ability to communicate effectively and efficiently - verbal and written
- Ability to work effectively, independently and as part of a team
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
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).
