Job summary
We are seeking a Part Time (26 hours per week) Medical Secretary to join our busy Ophthalmology team in Gloucestershire Hospitals Trust.
If you are interested in working in a busy, hardworking but friendly team, then this role might be the one for you!
Ideally you will be familiar with secretarial and/or admin processes within the NHS, however full training will be given to develop your skills.
It is essential that you possess an excellent work ethic with proven organisational and communication skills.
As part of the Ophthalmology secretarial team, you will work closely with a team of doctors and nursing staff, and support your admin colleagues in times of staff absences.
The role is based at Cheltenham General Hospital. Working hours negotiable across minimum of 4 days.
This very important role supports the Outpatient and Inpatient Services in Ophthalmology for Gloucestershire Hospitals NHS Foundation Trust.
Main duties of the job
As a Medical Secretary in our busy department, you will work as part of a hardworking administration team and will be responsible for providing an efficient secretarial service to our team of Ophthalmology consultants and doctors.
You should possess excellent communication and administrative skills, be flexible and proactive and have a can-do attitude at all times.
You will provide an excellent work ethic and commitment to supporting our clinicians and admin team in their day to day duties, with a positive and professional manner at all times.
About us
Ophthalmology is a large, mainly outpatient based, department with busy clinics in Gloucestershire Royal, Cheltenham General and Community Hospitals and with a Daycase Unit at Cheltenham General. The admin team is based at Cheltenham General Hospital.
We will provide you with training, a supportive network of colleagues and management teams, and a commitment to helping you grow your skills. Our team of Medical Secretaries are friendly and supportive and welcome you to their team.
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
To work as part of an Administrative Support Team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
Filing of clinical record created by clinicians on our Ophthalmology EPR system (MediSIGHT) into main hospital notes following outpatient appointment.
Typing adhoc correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the secretary supervisor.
Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.
Supporting consultant staff by assisting with the production/transcription of medical staffing paperwork, such as references etc
Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.
Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc
Undertaking routine office duties including electronic note tracking, photocopying, filing of correspondence and results.
Job description
Job responsibilities
To work as part of an Administrative Support Team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
Filing of clinical record created by clinicians on our Ophthalmology EPR system (MediSIGHT) into main hospital notes following outpatient appointment.
Typing adhoc correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the secretary supervisor.
Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.
Supporting consultant staff by assisting with the production/transcription of medical staffing paperwork, such as references etc
Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.
Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc
Undertaking routine office duties including electronic note tracking, photocopying, filing of correspondence and results.
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy NVQ level three in administration or equivalent experience. Appropriate experience in a hospital or office environment
Desirable
- RSA level three or able to demonstrate equivalent skill (proficient and accurate Audio typing skills (minimum 60 wpm)
Experience
Essential
- IT experience of Microsoft Office packages
Desirable
- IT capable to ensure proficient use of hospital computer systems
Knowledge / Skills
Essential
- Proven organisational skills with the ability to prioritise workload and to work to deadlines
- Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
- Good interpersonal skills for dealing with people internal and external to the organisation
- Ability to work flexibly within a team.
- Ability to use own judgement and initiative as appropriate
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy NVQ level three in administration or equivalent experience. Appropriate experience in a hospital or office environment
Desirable
- RSA level three or able to demonstrate equivalent skill (proficient and accurate Audio typing skills (minimum 60 wpm)
Experience
Essential
- IT experience of Microsoft Office packages
Desirable
- IT capable to ensure proficient use of hospital computer systems
Knowledge / Skills
Essential
- Proven organisational skills with the ability to prioritise workload and to work to deadlines
- Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
- Good interpersonal skills for dealing with people internal and external to the organisation
- Ability to work flexibly within a team.
- Ability to use own judgement and initiative as appropriate
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.
