Job summary
Renal Medical Secretary, Band 3 (20 hours a week)
The post-holder will provide an efficient, confidential and professional secretarial service to the medical staff and their supporting team. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post holder will be expected to work as part of the Renal Team but also support the secretarial team as needed.
Main duties of the job
- 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.
- Highlighting to the clinical team any results, correspondence or patient queries that need response & taking action
- 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 & acted upon, including informing Booking Office, to maximise capacity
- Review clinics to ensure patients have been booked appropriately. Identifying any issues to the clinician
- Booking investigations as requested by clinical team
- Deal with enquiries by letter/e-mail/telephone from patients, GP's, other hospitals, police, solicitors (via legal department), other consultants & management
- Carrying out regular review & administrative validation of the clinician's return outpatient wait list
- Support the achievement of Trust performance by "pulling" patients through their RTT pathway to minimise delays & breach, escalating potential capacity/other issues and solutions to the clinician, secretarial supervisor or AGM
- Ensure all clinic cancellations/alterations are dealt with efficiently & in line with the Trust's 8 week annual/study leave policy
- Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.
About us
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.
As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Equality, Diversity and Inclusion is crucial to ensuring fairness, celebrating differences and creating environments where everyone feels valued and empowered to contribute.
To deliver the highest standard of care at Gloucestershire Hospitals, we foster an environment that promotes inclusivity, ensuring that both our staff can thrive and our patients receive services tailored to their needs.
Job description
Job responsibilities
The Medical Secretary is responsible for:
- Providing a comprehensive secretarial and administrative service to medical staff and their supporting team.
- Providing cover for colleagues in their absence to maintain service levels
- Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians.
- Ensuring all clinics are used to their full capacity and that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity
- Regularly informing the secretarial supervisor about progress and flags up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Managing the pathway for patients referred in under the two-week wait ensuring they are monitored to minimise/avoid breach
- Carrying out regular review and administrative validation of the clinicians return outpatient wait list
- Supporting the achievement of Trust performance by ensuring administrative standards are met e.g., typing times, test results passed to clinician and any potential 52-week breaches are escalated to the clinician, secretarial supervisor or AGM/DGM to avoid breach
- Ensuring all clinic cancellations/alterations are dealt with efficiently and in line with the Trusts 8 week annual/study leave policy.
Job description
Job responsibilities
The Medical Secretary is responsible for:
- Providing a comprehensive secretarial and administrative service to medical staff and their supporting team.
- Providing cover for colleagues in their absence to maintain service levels
- Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians.
- Ensuring all clinics are used to their full capacity and that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity
- Regularly informing the secretarial supervisor about progress and flags up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Managing the pathway for patients referred in under the two-week wait ensuring they are monitored to minimise/avoid breach
- Carrying out regular review and administrative validation of the clinicians return outpatient wait list
- Supporting the achievement of Trust performance by ensuring administrative standards are met e.g., typing times, test results passed to clinician and any potential 52-week breaches are escalated to the clinician, secretarial supervisor or AGM/DGM to avoid breach
- Ensuring all clinic cancellations/alterations are dealt with efficiently and in line with the Trusts 8 week annual/study leave policy.
Person Specification
Qualifications and Training
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
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
- IT experience of Microsoft Office packages
- IT capable to ensure proficient use of hospital computer systems
- Good command and understanding of English, punctuation and grammar
- Able to effectively and appropriately escalate concerns to reduce risk and promote patient safety
- Proven organisational skills
- Ability to concentrate where work pattern is unpredictable and there are frequent interruptions
- Self-motivated and able to work under own initiative
Desirable
- Knowledge and awareness of health and safety issues, risk management, and data protection act
Experience
Essential
- Experience of working as a secretary
- Appropriate experience in a hospital or office environment
Desirable
- Understanding and previous experience in medical terminology
Personal Attributes
Essential
- Enthusiastic and self-aware
- Creative and Flexible
- Resilient under pressure
- Reliable, Adaptable and Dependable
- Team focused
Person Specification
Qualifications and Training
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
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
- IT experience of Microsoft Office packages
- IT capable to ensure proficient use of hospital computer systems
- Good command and understanding of English, punctuation and grammar
- Able to effectively and appropriately escalate concerns to reduce risk and promote patient safety
- Proven organisational skills
- Ability to concentrate where work pattern is unpredictable and there are frequent interruptions
- Self-motivated and able to work under own initiative
Desirable
- Knowledge and awareness of health and safety issues, risk management, and data protection act
Experience
Essential
- Experience of working as a secretary
- Appropriate experience in a hospital or office environment
Desirable
- Understanding and previous experience in medical terminology
Personal Attributes
Essential
- Enthusiastic and self-aware
- Creative and Flexible
- Resilient under pressure
- Reliable, Adaptable and Dependable
- Team focused
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.
