Job summary
Applications are invited for a Medical Secretary to join the busy Urology Service within the Surgery Division, providing Medical Secretarial support to the Urology Clinical Lead and Clinical Director. This role is one which works within a team of medical secretaries and support staff.
The successful applicant will possess strong organisational, communication and interpersonal skills.The successful applicant will also be able to work as part of a team as well as independently.Essential skills include audio typing, minuet taking, Diary management and a strong working knowledge of Microsoft Word.
A knowledge and understanding of medical terminology is desirable and previous experience of Careflow (formally known as Medway), our patient information system, is advantageous although training will be provided. Knowledge of shorthand is desirable and can prove useful but not essential to the role.
Please see Job description for further details
If you think that you have the skills and expertise to fulfil this role and are looking to join a friendly, forward-thinking team apply now.
Main duties of the job
Person specification
Essential and Desirable best scoring
- Audio typing
- Diary management
- Minute taking
- Good written and verbal communication skills
- Organised
- Knowledge of IT programs - Word, email - Access, Powerpoint, Excel
- Good interpersonal skills & telephone manner
- Accurate message taking
- Previous Secretarial experience
- Experience in health related organisations
About us
Kettering General Hospital NHS Foundation Trust is one of the largest employers in the area and we are on an exciting journey. Our mission is to provide safe, compassionate, and clinically excellent patient care, by being an outstanding employer for our people. We have entered into a Group Model with neighbouring Northampton General Hospital and have become University Hospitals of Northamptonshire.
Our Excellence Values:
CompassionRespectIntegrityCourageousAccountable
Job description
Job responsibilities
- To deal with telephone enquiries from key contacts including GPs, liaise with internal and external sources to resolve any problems, queries or complaints, which may be from distressed patients/relatives and may include dealing with delicate situations, using own judgement.
- Deal with patients, relatives, medical representatives and other professionals that attend the office to resolve any problems, queries, complaints or requests for appointments.
- Ensure confidentiality at all times.
- Manage own workload and work independently within service need.
- Maintain diaries, assist in scheduling Consultant and Nurse Specialists workload, and liaise with other relevant parties concerning the planning and re-scheduling of work as necessary.
- Supporting the Specialist Nursing Team with day to day office duties, booking of clinics, typing of clinic letters and contacting patients
- Advise junior medical staff to attend clinical commitments as necessary.
- Allocate and organise junior medical staff administrative workload, ensuring timely response in the interest of patient care.
- Organise medical students, clinical attachments and work experience students attached to the Consultant, liaising with various departments to arrange the placements, arrange teaching sessions and attendance at clinical sessions as necessary.
- Compile and review office protocols, modifying working practices where necessary, ensuring that protocols are up to date and contain all relevant procedures within individual offices to support any relief medical secretaries, clerical staff and new staff who may be required to support the office.
- Open post and prioritise for Consultant, dealing with any matters not requiring the Consultants attention.
- Ensure all investigations and test results are checked by the Consultant, or an appropriate member of his/her team. Ensure all known abnormal or urgent results are brought to the attention of the Consultant, or an appropriate member of his/her team, ensuring urgent action is taken as appropriate.
- Ensure systems are in place to ensure that accurate copies of correspondence, X-rays, pathology and other investigative reports are accurately filed in medical records case notes, following guidelines and protocol.
- Ensure word processing of all documents relevant to Consultants work, clinical and non-clinical, including transcription of tapes and prioritise workload effectively.
- Follow the Trusts protocols for typing from the Trusts internal transcribing system Big Hand and dispatching communications to GPs electronically.
- Ensure that correspondence is dispatched in line with the Medical Secretarial Benchmarks and in the interest of patient care.
- Ensure a general administrative service is provided for the Consultant and his/her team including photocopying, filing, faxing and distribution.
- To assist in the compilation of any patient, clinic or admission lists, liaising with waiting list/appointment staff where necessary, giving concise instructions regarding preparation and administration of waiting list issues and procedures and appointment requests, cancellations and rescheduling.
- Liaise with other departments concerning case notes for appointments and admissions, ensuring timely availability of patient X-rays, the results of tests and investigations.
- Ensure prompt dispatch of case notes from the office.
- Undertake ordering of stationery for the office/area you are responsible for to the designated staff member responsible for ordering supplies.
- Take minutes and arrange meetings.
- Assist in the preparation of teaching materials including presentations/slides, organising teaching sessions and speakers.
- To use the computerised Integrated Clinical Information System regarding identification of patient, in-patient, out-patient and waiting list data.
- Process information through established Trust systems and procedures.
- Participate in audits as required.
- Provide support with training to any new staff where required, demonstrating duties to new starters.
Ensure up to date personal awareness and knowledge of Trust wide issues and directives, applying the knowledge in the workplace, including attending appropriate directorate briefing and meetings.
Job description
Job responsibilities
- To deal with telephone enquiries from key contacts including GPs, liaise with internal and external sources to resolve any problems, queries or complaints, which may be from distressed patients/relatives and may include dealing with delicate situations, using own judgement.
- Deal with patients, relatives, medical representatives and other professionals that attend the office to resolve any problems, queries, complaints or requests for appointments.
- Ensure confidentiality at all times.
- Manage own workload and work independently within service need.
- Maintain diaries, assist in scheduling Consultant and Nurse Specialists workload, and liaise with other relevant parties concerning the planning and re-scheduling of work as necessary.
- Supporting the Specialist Nursing Team with day to day office duties, booking of clinics, typing of clinic letters and contacting patients
- Advise junior medical staff to attend clinical commitments as necessary.
- Allocate and organise junior medical staff administrative workload, ensuring timely response in the interest of patient care.
- Organise medical students, clinical attachments and work experience students attached to the Consultant, liaising with various departments to arrange the placements, arrange teaching sessions and attendance at clinical sessions as necessary.
- Compile and review office protocols, modifying working practices where necessary, ensuring that protocols are up to date and contain all relevant procedures within individual offices to support any relief medical secretaries, clerical staff and new staff who may be required to support the office.
- Open post and prioritise for Consultant, dealing with any matters not requiring the Consultants attention.
- Ensure all investigations and test results are checked by the Consultant, or an appropriate member of his/her team. Ensure all known abnormal or urgent results are brought to the attention of the Consultant, or an appropriate member of his/her team, ensuring urgent action is taken as appropriate.
- Ensure systems are in place to ensure that accurate copies of correspondence, X-rays, pathology and other investigative reports are accurately filed in medical records case notes, following guidelines and protocol.
- Ensure word processing of all documents relevant to Consultants work, clinical and non-clinical, including transcription of tapes and prioritise workload effectively.
- Follow the Trusts protocols for typing from the Trusts internal transcribing system Big Hand and dispatching communications to GPs electronically.
- Ensure that correspondence is dispatched in line with the Medical Secretarial Benchmarks and in the interest of patient care.
- Ensure a general administrative service is provided for the Consultant and his/her team including photocopying, filing, faxing and distribution.
- To assist in the compilation of any patient, clinic or admission lists, liaising with waiting list/appointment staff where necessary, giving concise instructions regarding preparation and administration of waiting list issues and procedures and appointment requests, cancellations and rescheduling.
- Liaise with other departments concerning case notes for appointments and admissions, ensuring timely availability of patient X-rays, the results of tests and investigations.
- Ensure prompt dispatch of case notes from the office.
- Undertake ordering of stationery for the office/area you are responsible for to the designated staff member responsible for ordering supplies.
- Take minutes and arrange meetings.
- Assist in the preparation of teaching materials including presentations/slides, organising teaching sessions and speakers.
- To use the computerised Integrated Clinical Information System regarding identification of patient, in-patient, out-patient and waiting list data.
- Process information through established Trust systems and procedures.
- Participate in audits as required.
- Provide support with training to any new staff where required, demonstrating duties to new starters.
Ensure up to date personal awareness and knowledge of Trust wide issues and directives, applying the knowledge in the workplace, including attending appropriate directorate briefing and meetings.
Person Specification
Criteria
Essential
- Educated to GCSE level or equivalent level of education, training or experience.
- NVQ Level 3 qualification or equivalent experience
- Audio Typing
- Use of various computer software
- Prioritising workload
- Experience of office/admin systems
- Knowledge of range of secretarial procedures
- Good written and verbal communication skills
- Ability to prioritise workload
- Able to pass on sensitive information to patients
- Ability to deal with complaints
- Able to reassure patients/relatives
- Able to exercise judgement when dealing with patients, relatives, GP's and managers.
- Knowledge of a range of software programs, including email
- Other requirements: Able to use own initiative Team Player Genuine Interest: Willingness to undertake training Punctual/good timekeeper Appreciate confidentiality Compatible with existing staff Flexible/Adaptable Approachable Sense of Humour
- Physical Effort: Requirement to use VDU and lift and carry heavy notes.
- Mental Effort: Ability to cope with frequent unpredictable interruptions, which may lead to a change in task. Concentration for audio typing
- Emotional Effort: Typing distressing letters. Ability to deal with frequent complaints from patients, relatives and GP's.
- Working conditions: Occasional verbal aggression. Use of VDU for long periods.
- Diary Management
- IT Skills - Microsoft Word
Desirable
- Microsoft Office
- RSA III or Equivalent
- Shorthand
- Medical Terminology
- 2 years medical secretarial experience
- Experience in a health related Organisation
- Able to pass on medical information at Consultant's discretion.
Person Specification
Criteria
Essential
- Educated to GCSE level or equivalent level of education, training or experience.
- NVQ Level 3 qualification or equivalent experience
- Audio Typing
- Use of various computer software
- Prioritising workload
- Experience of office/admin systems
- Knowledge of range of secretarial procedures
- Good written and verbal communication skills
- Ability to prioritise workload
- Able to pass on sensitive information to patients
- Ability to deal with complaints
- Able to reassure patients/relatives
- Able to exercise judgement when dealing with patients, relatives, GP's and managers.
- Knowledge of a range of software programs, including email
- Other requirements: Able to use own initiative Team Player Genuine Interest: Willingness to undertake training Punctual/good timekeeper Appreciate confidentiality Compatible with existing staff Flexible/Adaptable Approachable Sense of Humour
- Physical Effort: Requirement to use VDU and lift and carry heavy notes.
- Mental Effort: Ability to cope with frequent unpredictable interruptions, which may lead to a change in task. Concentration for audio typing
- Emotional Effort: Typing distressing letters. Ability to deal with frequent complaints from patients, relatives and GP's.
- Working conditions: Occasional verbal aggression. Use of VDU for long periods.
- Diary Management
- IT Skills - Microsoft Word
Desirable
- Microsoft Office
- RSA III or Equivalent
- Shorthand
- Medical Terminology
- 2 years medical secretarial experience
- Experience in a health related Organisation
- Able to pass on medical information at Consultant's discretion.
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).
