Medical Secretary

Job summary

The post holder will provide an effective administration support service providing excellent communication skills and good customer care.Work with and effectively communicate with the team structure including Administration Team Leader Medical Secretary and Administration Manager.

The role requires the individual to work as part of a multi-disciplinary team.

To provide a high quality administrative support service and ensure excellent customer care and experience for patients.

Carry out routine administrative duties pertinent to the service.

Receiving, recording, sorting and distributing any form of communication and take appropriate action including escalation where appropriate.Order and receive stocks and stores.Standard keyboard skills.Transcription and or proof reading of clinics and other letters of a sensitive and confidential nature ensuring copy letters to other health care professionals / services are sent.Receive and make telephone calls to/from GPs, wards and other NHS and non-NHS professionals/agencies, follow through all enquiries in a friendly and professional manner.Please note this post may close when we receive sufficient completed applications.

Main duties of the job

The post holder will provide a comprehensive, effective and professional secretarial and administrative support to a service.

The post holder will be expected to:

Communicate effectively and courteously with a range of internal/external stakeholders, which may include patients on a daily basis. Stakeholders may include medical staff, GPs, patients, relatives, members of the public and other disciplines within the Trust. This list is not exhaustive.

Work with and effectively communicate with the team structure including line management.

To provide a high quality administrative service and ensure excellent customer care and experience for patients and other stakeholders.

To ensure that all Trust Policies and Procedures relating to role are adhered to.

The post holder will work on their own initiative and make decisions within their remit, referring to their line manager as appropriate. The post holder will be predominantly office based and undertake the following activities: Receiving, recording, sorting and distributing any form of communication and take appropriate action including escalation where appropriate. Receive and make telephone calls to/from patients, relatives, GPs, wards and other NHS and non-NHS professionals/agencies, follow through all enquiries in a friendly and professional manner. Interrogate case notes to identify relevant information and to ensure accuracy of correspondence.

About us

Leadership and Improvement Training

South Tees Hospitals NHS Foundation Trust offers leadership and improvement training to all new staff to the Trust; this training programme has been designed to support our leaders in developing their understanding of leadership and management skills. You will be expected to attend the New and Aspiring leaders programme, and the Foundation Quality Improvement Programme that the Trust delivers. After you complete this one and a half day of training you will be able to explore further leadership and improvement training opportunities, we offer further in-house courses and bitesize programmes and leadership apprenticeships at level 3,5 and 7.

Job description

Job responsibilities

Please see the full job description and person specification document(s) attached for main responsibilities of the role.

Person Specification

Qualifications

Essential

• GCSE in Maths and English or Functional Skills (level 2)
• NVQ3 level Secretarial or Business Administrative qualification, or equivalent level of demonstrable experience (using the 'knowledge and skills' criteria above)

Desirable

• Medical Terminology qualification
• Audio-typing qualification

Experience

Essential

• Secretarial and administrative experience
• Working knowledge of Office and Outlook, including word, excel and powerpoint, e-mail and internet

Desirable

• Healthcare / STHFT or other NHS Trust experience

Knowledge

Essential

• Excellent communication and interpersonal skills
• Excellent planning, prioritisation and organisational skills
• Understanding of secretarial/clerical processes
• Efficient and accurate word processing skills
• Efficient and accurate proof reading skills
• Awareness of General Data Protection Regulations and patient confidentiality

Desirable

• Trust experience; knowledge of STHFT policies and procedures