Job summary
We wish to appoint an efficient, experienced, and committed Medical Secretary to provide audio typing and administration support within the busy department of Unscheduled Care/Acute Medicine at Gloucester Royal and Cheltenham General.
The post-holder will be providing a confidential and professional secretarial service. This will include administration and secretarial support to both the Acute Medical clinical team and the ED Consultants. Good communication with patients, General Practitioners as well as other hospital staff is essential to ensure a proficient, high-quality service for patients, Clinicians and Specialist Nurse Teams. The post-holder will work as part of a small secretarial team and will report directly to the Secretary Supervisor.
We are looking for enthusiastic and motivated individuals who fit in with our ethos of continual improvement and delivery of the highest quality patient-centred care. You will ideally have a minimum of 1 years' secretarial experience in a medical setting.
This post comprises of a large quantity of organisation and requires a focused approach to work with attention to detail. You will have well-developed communication, organisational and time management skills. An ability to prioritise effectively in a busy environment is essential as this role deals with an extremely high workload.
30 hours per week - 0900 to 1500
Main duties of the job
The post holder will manage consultants' correspondence, dealing with telephone calls/typing letters with a potentially distressing or emotional content, audio typing, minute taking for departmental meetings, moving and handling of patient notes daily which are often heavy (10-15kg+), handling patient queries, and liaising with other healthcare professionals in order to support the delivery of Trust activity targets and deliver safe patient care.
Computer literate in all Microsoft packages is essential. Ability to multi-task. This is a responsible role, and you will be expected to use your own initiative, make independent decisions and deal sensitively with patients, their relatives and the wider healthcare team.
Knowledge of Trackcare/Infoflex/Digi/PACs
Working as a team player is an integral part of the job role therefore good communication skills are key.
Referrals & Booking:
Liaise with the Booking Office regarding patient follow up clinic appointments to ensure that any vacant slots are fully utilised and acted upon, including informing the booking office of Consultant Leave etc, (only 2 clinic's a month)
Liaise with Clinic Prep to ensure patient notes are ready for outpatient clinics.
Transcription:
Typing correspondence to patients, GP's, medical staff and any other required addressee, following clinical attendance or other patient contacts as directed by the secretary supervisor.
Typing detailed medical reports for legal use when necessary
Take Minutes
About us
We are a very busy department and we require an energetic, enthusiastic and well organised individual to join our team as a Medical Secretary in the Unscheduled Care Department. You will work alongside a small secretarial team and support secretarial provision for Consultant and Specialist Nurse led inpatient services.
If you like to be kept busy, enjoy variety and have a good eye for detail whilst working under pressure then you could be the person we are looking for.
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
Job description
Job responsibilities
Referrals & Booking:
Liaise with the Booking Office regarding patient follow up clinic appointments to ensure that any vacant slots are fully utilised and acted upon, including informing the booking office of Consultant Leave etc, (only 2 clinics a month)
Liaise with Clinic Prep to ensure patient notes are ready for outpatient clinics.
Transcription:
Typing correspondence to patients, GP's, medical staff and any other required addressee, following clinical attendance or other patient contacts as directed by the Admin Manager.
Typing detailed medical reports for legal use when necessary
Take and transcribe minutes as appropriate
Outcomes and Results:
Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. chase up requesting investigations, transcription etc.
Specialty Specific Support:
Regularly informing the Admin Manager/Supervisor Secretary about progress and flagging up as a matter of urgency any issues, for example, difficult queries from patients etc.
Diary management, including booking meeting dates and venues, organising and distributing paperwork as required by the Admin Manager/Supervisor Secretary.
Supporting Consultant/Doctor staff by assisting with the production/transcription of medical staffing paperwork.
Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals etc.
Service Improvement:
As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the Admin Manager/PALS/Supervisor Secretary to respond or escalate appropriately.
Teamwork:
To work as part of an Administrative Team working flexibly to ensure that administrative work is shared out equally and performed to an excellent, efficient and safe standard.
To cover colleagues during absences/annual leave/sick leave as directed by the Admin Manager/Supervisor Secretary. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
Undertake routine office duties including electronic note tracking, photocopying, filing of correspondence and results for maintenance of records.
Assist in the training and induction for new and existing colleagues
Taking the initiative as an when required as well as working flexibly and adapting to demands of the Department/Team as appropriate.
Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.
Undertake any other duties within the role, as required at the request of your Line Manager.
Job description
Job responsibilities
Referrals & Booking:
Liaise with the Booking Office regarding patient follow up clinic appointments to ensure that any vacant slots are fully utilised and acted upon, including informing the booking office of Consultant Leave etc, (only 2 clinics a month)
Liaise with Clinic Prep to ensure patient notes are ready for outpatient clinics.
Transcription:
Typing correspondence to patients, GP's, medical staff and any other required addressee, following clinical attendance or other patient contacts as directed by the Admin Manager.
Typing detailed medical reports for legal use when necessary
Take and transcribe minutes as appropriate
Outcomes and Results:
Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. chase up requesting investigations, transcription etc.
Specialty Specific Support:
Regularly informing the Admin Manager/Supervisor Secretary about progress and flagging up as a matter of urgency any issues, for example, difficult queries from patients etc.
Diary management, including booking meeting dates and venues, organising and distributing paperwork as required by the Admin Manager/Supervisor Secretary.
Supporting Consultant/Doctor staff by assisting with the production/transcription of medical staffing paperwork.
Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals etc.
Service Improvement:
As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the Admin Manager/PALS/Supervisor Secretary to respond or escalate appropriately.
Teamwork:
To work as part of an Administrative Team working flexibly to ensure that administrative work is shared out equally and performed to an excellent, efficient and safe standard.
To cover colleagues during absences/annual leave/sick leave as directed by the Admin Manager/Supervisor Secretary. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
Undertake routine office duties including electronic note tracking, photocopying, filing of correspondence and results for maintenance of records.
Assist in the training and induction for new and existing colleagues
Taking the initiative as an when required as well as working flexibly and adapting to demands of the Department/Team as appropriate.
Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.
Undertake any other duties within the role, as required at the request of your Line Manager.
Person Specification
Qualifications
Essential
- Educated to GCSE Grade C or above (or equivalent) in Maths and English
- Minimum 1 years' experience in a hospital or office environment
Desirable
- NVQ level three in administration
Experience
Essential
- IT literate
- Good communication skills
- Organisational skills
- Secretarial Experience
Knowledge/ Skills
Essential
- Team worker
- Ability to prioritise work/ meet deadlines
Desirable
- Deal with complex situations
Person Specification
Qualifications
Essential
- Educated to GCSE Grade C or above (or equivalent) in Maths and English
- Minimum 1 years' experience in a hospital or office environment
Desirable
- NVQ level three in administration
Experience
Essential
- IT literate
- Good communication skills
- Organisational skills
- Secretarial Experience
Knowledge/ Skills
Essential
- Team worker
- Ability to prioritise work/ meet deadlines
Desirable
- Deal with complex situations
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.
