Job summary
Due to increased activity we have a number of exciting roles available within bank.
We are looking to appoint a number of Band 3 Medical Secretaries into the Trust to work on our staff bank.
Do you have experience of transcribing Medical Terminology?
If yes please read on! Queen Victoria Hospital NHS Found Trust are appointing Medical Secretaries to work across our specialities including our World Class Burns Unit, Sleep Clinics and Plastic Surgery.
Main duties of the job
You could be asked to work anywhere in the trust to carry out a variety of secretarial duties including:
- Full secretarial and administrative support within any of our departments
- Provision and receipt of confidential and sensitive information
- Support and review our patient pathway to assist all our RTT targets are met
No two assignments will be the same, and may vary from working just one day in a department up to a placement of several weeks. We are looking to recruit Medical Secretaries who can offer a minimum of 3 days a week.
Important information about your application formAn application form is the first time we will get to know what experience you have had, what you want to do and what you can bring to QVH.
As the first part of the shortlisting process we will be evaluating the quality and content of your personal statement, giving examples and evidence where possible against the essential criteria in the attached Job Description.
About us
Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.
A centre of excellence, with an international reputation for pioneering advanced techniques and treatments. Everything we do is informed by our passion for providing the highest quality care and the best clinical outcomes.
At QVH we are proud of our achievements and our specialist services continue to record excellent clinical outcomes for patients. We regularly receive excellent results from patient satisfaction surveys and on average 98% of inpatients say they would recommend the hospital to their family or friends.
Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.
Job description
Job responsibilities
The following are a general outline of duties you would be required to do, however this will vary depending on the department you are working in for your placement
- To ensure that all incoming post is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies.
- To receive all incoming calls to the service/team and deal appropriately in a courteous and helpful manner.
- To deal with a range of queries from the public and other agencies in a polite and helpful manner, also by telephone and face to face encounters, seeking advise and guidance from senior administrators.
- To take and promptly pass on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.
- To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
- To manage the diary and appointments system, clinic lists and inform clinicians of their appointment arrivals.
- To ensure that the appointment system is updated with relevant information at all times.
- To co-ordinate and oversee room bookings and report any problems as appropriate.
- To type correspondence such as letters, reports using digital dictation when required.
- To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
- To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires are kept up to date in line with record keeping policies.
- To open, close and archive and file patient files as appropriate in line with recording keeping policies.
- To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
- To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.
- Receive and manage referrals into the service, and discharges.
- To update patient information on files and on IT database systems, ensuring data quality is monitored and any concerns raised.
- To undertake general office duties including: photocopying, collating and binding of documents, filing, etc as required.
- To provide administrative support to service/team for presentations including setting up of equipment, providing handouts and refreshments as appropriate.
- To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times.
- To receive regular one to one and team supervision from senior administrators.
- As a service/team member to work flexibly in order that essential priority tasks are covered and dealt with.
- To use information technology for a range of purposes.
- To report to the Team Administration Lead any issues that are of concern relating to health and safety of the building.
- To have excellent verbal, written and communication skills.
- To induct new staff to reception, filing and administration systems
- To have the ability to remain calm and sensitive in difficult and stressful situations.
- Undertake reception duties in patient and non-clinical areas.
- Adhere to the Trust guidelines on confidentiality of patient records at all times.
- Support the coordination of waiting lists and clinics.
Job description
Job responsibilities
The following are a general outline of duties you would be required to do, however this will vary depending on the department you are working in for your placement
- To ensure that all incoming post is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies.
- To receive all incoming calls to the service/team and deal appropriately in a courteous and helpful manner.
- To deal with a range of queries from the public and other agencies in a polite and helpful manner, also by telephone and face to face encounters, seeking advise and guidance from senior administrators.
- To take and promptly pass on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.
- To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
- To manage the diary and appointments system, clinic lists and inform clinicians of their appointment arrivals.
- To ensure that the appointment system is updated with relevant information at all times.
- To co-ordinate and oversee room bookings and report any problems as appropriate.
- To type correspondence such as letters, reports using digital dictation when required.
- To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
- To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires are kept up to date in line with record keeping policies.
- To open, close and archive and file patient files as appropriate in line with recording keeping policies.
- To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
- To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.
- Receive and manage referrals into the service, and discharges.
- To update patient information on files and on IT database systems, ensuring data quality is monitored and any concerns raised.
- To undertake general office duties including: photocopying, collating and binding of documents, filing, etc as required.
- To provide administrative support to service/team for presentations including setting up of equipment, providing handouts and refreshments as appropriate.
- To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times.
- To receive regular one to one and team supervision from senior administrators.
- As a service/team member to work flexibly in order that essential priority tasks are covered and dealt with.
- To use information technology for a range of purposes.
- To report to the Team Administration Lead any issues that are of concern relating to health and safety of the building.
- To have excellent verbal, written and communication skills.
- To induct new staff to reception, filing and administration systems
- To have the ability to remain calm and sensitive in difficult and stressful situations.
- Undertake reception duties in patient and non-clinical areas.
- Adhere to the Trust guidelines on confidentiality of patient records at all times.
- Support the coordination of waiting lists and clinics.
Person Specification
Experience
Essential
- Previous Admin Experience
- Previous Customer Service Experience
- Previous Storing and filing of records experience
Knowledge
Essential
- Knowledge and understanding of confidentiality in a healthcare setting
- Intermediate awareness of IT and IT skills including telephone systems and databases
Skills
Essential
- Use of full microsoft packages
- Audio transcription
- Copy Typing
- Priorisation
Person Specification
Experience
Essential
- Previous Admin Experience
- Previous Customer Service Experience
- Previous Storing and filing of records experience
Knowledge
Essential
- Knowledge and understanding of confidentiality in a healthcare setting
- Intermediate awareness of IT and IT skills including telephone systems and databases
Skills
Essential
- Use of full microsoft packages
- Audio transcription
- Copy Typing
- Priorisation
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).
