Bank - Band 3 Medical Secretary

Job description

Job responsibilities

MAIN TASKS AND RESPONSIBILITIES:

1. Secretarial Support

1.1 Manage all correspondence, typing reports, agendas, minutes of meetings for the designated team.

1.2 Arranges meetings for the team as necessary, managing room bookings and materials required.

1.3 Receive post and deal with routine correspondence and undertake follow-up action as directed by the unit manager or team leader.

1.4 To receive and respond to queries from external parties, patients and relatives, or other departments, escalating more complex queries to the relevant member of the team.

1.5 Assist with answering queries as directed by the unit manager or team lead, ensuring that when possible they are resolved early and arranging for necessary action to be expedited.

1.6 Ensure clinical administration is dealt with effectively, including those matters where liaison with other departments, hospitals or services is necessary.

1.7 Manage the diaries of team members.

1.8 General administration duties such as photocopying and filing.

1.9 Keep accurate records of leave for all team members and provide reports as necessary.

1.10 Ensure that patient information systems are used to enhance the efficient running of the service as necessary.

1.11 Work with the wider team to support the development and introduction of new ways of working.

1.12 Assist the wider team with any other duties that are necessary to ensure the smooth running of the service.

1.13 Maintain and update local databases.

1.14 Prioritise, plan and organise daily workload, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed and acceptable timescales, ensuring the ward manager is informed as relevant of any changes in working pattern.

1.15 Ensure that you are familiar with the practices of other team members so that you can assist in the event of absence where possible, maintaining adequate secretarial cover within the specialty at all times.

1.16 Create and maintain local filing systems, keeping accurate records of the work completed within the team.

1.17 Creation of statistics and reports that enable the smooth running of the unit or department.

2. Staff Development and Support

2.1 To train and develop new ward clerks and support staff who cover for annual leave, sharing good practice where possible.

3. Other Duties

3.1 Assist in ad hoc project work.

3.2 Undertake any other duties requested as appropriate to the banding.

4. General Responsibilities

4.1 Use initiative and work without direct supervision, as well as to use relevant information technology to facilitate the performance of tasks.

4.2 Participate in annual appraisals and performance reviews. Identify personal development needs.

4.3 Attend training and development as required.

4.4 Provide cover for reception services across other locations at times of leave or sickness.

4.5 They will comply with the Trust access policy at all times when dealing with patients who fail to attend

4.6 To act as part of the wider multidisciplinary team, including clinicians, nurses, therapists and other clerical and professional staff.

4.7 Understand and adhere to all Trust policies, guidelines and procedures.

4.8 Support the Trust in providing the best experience possible for each of our patients.

4.9 To maintain confidentiality in respect of information obtained at all times.

Person Specification

Qualifications

Essential

• A-Levels or equivalent knowledge or experience

Experience

Essential

• Prior Medical Secretary experience
• Administrative experience
• Filing techniques
• Basic IT literacy

Skills/Abilities

Essential

• Able to meet deadlines
• Strong organisational skills
• Attention to detail
• Ability to work on own initiative and as part of a team
• Flexibility
• Able to demonstrate an understanding of issues relating to confidentiality

Communication Skills

Essential

• Clear written and verbal communication.
• Professional telephone manner
• Good interpersonal skills

Employer details

Employer name

Imperial College Healthcare NHS Trust

Address

The Bays

S Wharf Road

London

W2 1NY

Employer's website

https://www.imperial.nhs.uk/ (Opens in a new tab)