Medical Secretary - Band 3 Ophthalmology

Gloucestershire Hospitals NHS Foundation Trust

Information:

This job is now closed

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.

Date posted

05 September 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year pa pr

Contract

Permanent

Working pattern

Part-time

Reference number

318-24-SUR-R12691-A

Job locations

Cheltenham General Hospital

Cheltenham

GL53 7AN


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.

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Cheltenham General Hospital

Cheltenham

GL53 7AN


Employer's website

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

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Cheltenham General Hospital

Cheltenham

GL53 7AN


Employer's website

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

For questions about the job, contact:

Ophthalmology Lead Coordinator

Saheen Parveen

Saheen.Parveen1@nhs.net

03004223172

Date posted

05 September 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year pa pr

Contract

Permanent

Working pattern

Part-time

Reference number

318-24-SUR-R12691-A

Job locations

Cheltenham General Hospital

Cheltenham

GL53 7AN


Supporting documents

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