Job summary
***previous applicants need not apply***
Hours: 22.5 per week
We are looking for a part time Medical Secretary to join our team.
The post holder must be able to prioritise work in order to maximise the effectiveness of the service and demonstrate a high level of organisation skills. The role also provides front of house service to patients and relatives and so good communication skills are essential. The post is part of a team comprising of Medical Secretaries and Medical Typists. The candidate should be able to demonstrate a willingness to contribute to the team objectives of the department in providing a high-quality service and support new staff as required.
The post will be an integral part of the Medicine Division secretarial group; providing a full and efficient secretarial, administrative and typing service to the division in support of the work of Clinicians in DOPS/Neurology/Stroke to maximise patient care.
Main duties of the job
1. Provide full secretarial support for Clinicians in DOPS/Neurology/Stroke.
2. Opening, sorting and prioritising incoming mail for the department
3. Typing clinic 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.
4. Scan documents from external sources into CareFlow as appropriate.
5. Learn the digital dictation system and ensure that processes are followed.
6. To undertake administrative duties as required for the Electronic Referral System (ERS).
7. To answer telephones professionally, deal with queries wherever possible, record messages accurately and forward on to the appropriate individual for actioning.
8. Submit referrals from GPs/other healthcare professionals to Health Records for registration; pass to consultant for assessment an onwards to the appropriate outpatient administrator.
About us
"Our STAR values - Service, Teamwork, Ambition and Respect - are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives."
Job description
Job responsibilities
9. Request appointments, cancellations, expedite appointments as necessary.
10. Ensure Clinicians commitments are cancelled in their absence. Request clinic templates as required.
11. Arrange meetings, book rooms and equipment as requested. Co-ordinate diaries. Take minutes and prepare agenda items.
12. Update and maintain a working knowledge of hospital systems so that enquiries can be dealt with efficiently.
13. Distribute all incoming correspondence and ensure outgoing mail is ready for daily collection.
14. Participate in meetings and be actively involved in generating ideas for service improvement.
15. Promote a positive image of the Trust at all times.
16. 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, expedite appointments as necessary.
10. Ensure Clinicians commitments are cancelled in their absence. Request clinic templates as required.
11. Arrange meetings, book rooms and equipment as requested. Co-ordinate diaries. Take minutes and prepare agenda items.
12. Update and maintain a working knowledge of hospital systems so that enquiries can be dealt with efficiently.
13. Distribute all incoming correspondence and ensure outgoing mail is ready for daily collection.
14. Participate in meetings and be actively involved in generating ideas for service improvement.
15. Promote a positive image of the Trust at all times.
16. Other duties and responsibilities of the post will be flexible and will be reviewed by the Team Leader.
Person Specification
Qualifications
Essential
- Educated to GCSE (or equivalent) in English and Maths
- RSA II or equivalent in secretarial skills and typing
- Evidence of Continuing Professional Development
- Willingness to actively seek personal development and training
Desirable
- Certificate in Medical Terminology
- European computer Driving Licence
- Secretarial qualification
- NVQ Level 2/3 Administration
- RSA III typing
- Excel and PowerPoint knowledge
Experience
Essential
- Significant experience working in administration
- Demonstrable working knowledge of Microsoft packages; Word, Excel etc
- Experience of secretarial work
- Experience of minute taking
- Experience working in an office environment
- Good time management
- Demonstrable experience of providing customer care
Desirable
- Previous NHS experience
- Previous Medical Secretary experience
- Knowledge of security and confidentiality in relation to handling personal information
- Knowledge of Medical Terminology
Kowledge & Skills
Essential
- Ability to communicate effectively and efficient - verbal and written
- Audio typing skills
- Ability to work effectively and independently using own initiative and as part of a team.
- Demonstrable ability to produce work of a high standard
- Ability to multi-task to achieve set goals
- Ability to problem solve
- Team working
Person Specification
Qualifications
Essential
- Educated to GCSE (or equivalent) in English and Maths
- RSA II or equivalent in secretarial skills and typing
- Evidence of Continuing Professional Development
- Willingness to actively seek personal development and training
Desirable
- Certificate in Medical Terminology
- European computer Driving Licence
- Secretarial qualification
- NVQ Level 2/3 Administration
- RSA III typing
- Excel and PowerPoint knowledge
Experience
Essential
- Significant experience working in administration
- Demonstrable working knowledge of Microsoft packages; Word, Excel etc
- Experience of secretarial work
- Experience of minute taking
- Experience working in an office environment
- Good time management
- Demonstrable experience of providing customer care
Desirable
- Previous NHS experience
- Previous Medical Secretary experience
- Knowledge of security and confidentiality in relation to handling personal information
- Knowledge of Medical Terminology
Kowledge & Skills
Essential
- Ability to communicate effectively and efficient - verbal and written
- Audio typing skills
- Ability to work effectively and independently using own initiative and as part of a team.
- Demonstrable ability to produce work of a high standard
- Ability to multi-task to achieve set goals
- Ability to problem solve
- Team working
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).
