Medical Secretary, Cardiology - Band 3

Job description

Job responsibilities

Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition.

Typing detailed medical reports when necessary.

Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc.

Ensuring incoming post and results is sorted, any appropriate action taken and passed to the clinician on a daily basis.

Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity.

Deal with enquiries by letter/e-mail/telephone from patients, GPs, other hospitals, police, solicitors (via legal department), other consultants and management.

Origination of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork.

Carrying out regular review and administrative validation of the clinicians return outpatient wait list.

Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.

Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc.

Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.

As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.

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.

To cover colleagues during absences/annual/sick leave as directed by the secretary supervisor. 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, faxing, filing of correspondence and results and maintenance of records in the absence of the band 2 clerical assistant.

Assist in the training and induction for new and existing colleagues.Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate.

Undertake any other appropriate duties commensurate with 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 literacy and numeracy
• RSA Level three/Speed typing qualification or demonstrable experience (min 60 wpm)
• NVQ level three in administration or equivalent experience appropriate experience in a hospital or office environment

Experience

Essential

• Experience of working as a secretary
• IT experience of Microsoft Office packages
• IT capable to ensure proficient use of hospital computer systems

Desirable

• Appropriate experience in a hospital or office environment
• Understanding and previous experience in medical terminology

Knowledge / Skills

Essential

• Able to prioritise own workload and that of others as appropriate
• Personally resilient and able to manage complexity and work in an ambiguous or changing environment.
• Excellent presentational, communication and interpersonal skills
• Good command and understanding of English, punctuation and grammar

Desirable

• Knowledge and awareness of health and safety issues, risk management, and data protection act

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

Trustwide

Gloucestershire

GL1 3NN

Employer's website

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