Medical Secretary

Job description

Job responsibilities

Manage the day to day administration providing an enhanced comprehensive secretarial service to the Consultant and registrar team whilst working in an independent manner.

Accurate typing of audio-based dictation as required, e.g., clinical letters, discharge summaries and reports, ward rounds, operation notes, theatre lists and general correspondence ensuring these are typed promptly and information disseminated within the appropriate time frame and in line with required standards.

Working knowledge and experience of secretarial and administrative procedures and systems both routine and non-routine able to answer queries, utilise skills in problem solving, chasing and progressing queries.

Collection and maintenance of sensitive patient data, scanning and photocopying, filing in a timely way ensuring deadlines are met through the ability to prioritise.

Provide the focal point of communication for all medical, profession and allied medical staff, both within this Trust and with external organisations and patients, using judgment to facilitate a successful outcome of all enquiries.

Manage all communication effectively (electronic, paper and telephone) in a confidential manner documenting as appropriate and disseminating information received to their intended recipients in an expeditious manner.

Deal with telephone enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.

Deal with concerned relatives/patients with tact, patience and discretion, especially when conveying sensitive information.

Oversee the patient pathway and ensure all necessary appointments, including outpatients, clinics, waiting list etc are arranged on time.

Responsible for managing the elective waiting list and attending meetings regularly to ensure theatre lists are utilised to capacity.

Validating patients ensuring that the RTT/ patient pathway is recorded and updated on all systems adhering to and implementing the Elective Access Policy.

Effective use and knowledge of Trust computerised administration systems (Camis, Nexus, PCS, ICE, Mediviewer, Ultramed, Palantir, Bedboards, ESR) using VDU on a continuous basis.

To participate in training activities of an ongoing nature and in respect of new initiatives.

Work without direct supervision in a conscientious, professional and diligent manner.

Adhere to Trust policies appropriate to role.

Participate in the Trust appraisal system and ensure compliance with mandatory training.

Work in a cost effective manner ensuring lighting, computers, monitors are switched off when not in use, report faults promptly and ensure confidential waste is disposed of in the appropriate containers.

Maintain up to date personal awareness and knowledge of Trust wide issues and directives, applying knowledge in the workplace, including attending appropriate directorate briefings and meetings.

Provide cross cover within the Medical Secretarial Team during absence and follow relevant organisational policies such as notification of sickness absence.

Undertake any other relevant duties requested by the Administration team in keeping with the scope of the grading of this role.

Person Specification

Educations, Training and Qualifications

Essential

• Minimum 3 GCSE at Grade C or above, including English and Mathematics or equivalent.
• NVQ3, RSA3 or equivalent experience or qualifications

Knowledge and Experience

Essential

• Experience of a range of secretarial and administrative procedures
• Very good written and verbal communication skills
• Courteous, tactful and efficient telephone manner
• Proficient in Microsoft 365
• Experience of working in a busy office environment
• Planning and organisational skills to plan straightforward tasks, some ongoing, arranging meetings, arrange diary
• Analytical and judgement skills for problem solving
• Work well as part of a team

Desirable

• NHS Experience desirable but not essential

Skills

Essential

• Developed attention to detail and accuracy
• Outstanding organisational skills and the ability to work methodically and prioritise
• Ability to cope under pressure and meet deadlines
• Advanced keyboard skills with ability to concentrate for prolonged periods
• Ability to build effective working relationships at all levels and with stakeholders
• Able to maintain confidentiality at all times

Key Competencies/Personal Qualities and Attributes

Essential

• Self-motivated
• Ability to use own initiative
• Positive attitude with the ability to problem solve
• Confident to establish and maintain good working relationships at all levels
• Must be able to understand the needs of patients and deal with them with tact and sensitivity

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Northampton General Hospital

Address

Northampton General Hospital

Cliftonville

Northampton

NN1 5BD

Employer's website

https://www.northamptongeneral.nhs.uk/Home.aspx (Opens in a new tab)