Medical Secretary - Band 3

Job description

Job responsibilities

*Responsible for checking clinic notes/reports and general correspondence, recording case notes and other tasks required by the department*Receive, sort and prioritise daily correspondence.*Ensure discharge summaries and documentation is sent to GP as required and letters and results to GP and patients.*Maintain good communication with the directorate team in order to achieve efficient teamwork.*Contribute to the review of administrative and clerical functions within the department and make recommendations to enhance the service provision for all users of the department.*Photocopying/filing and other administrative duties to ensure the efficient running of the office.*Prioritise sometimes conflicting directorate requirements, independently of, or with consultants and other secretarial support to meet deadlines i.e. 5 day turnaround for clinics.*Organise meetings, including the booking of rooms as necessary, for the clinicians and their teams as required.*Act as a contact point, liaising with patients, medical and nursing staff and other external agencies dealing with queries competently and professionally, taking action when appropriate in accordance with Data Protection.*To provide secretarial cover and undertake general office duties as necessary within the department.*To effectively deal with incoming mail for clinicians.*Such other reasonable duties, appropriate to a Band 3.

Person Specification

Education/Training

Essential

• Minimum three GCSE/O'Level qualifications, to include English Language and Mathematics

Desirable

• Knowledge of medical terminology

Work experience

Essential

• Experience of administrative and clerical practices and processes
• Extensive working knowledge of Microsoft Word and Outlook

Desirable

• Experience of having worked in the NHS, or other patient/customer focused environment
• Experience of working with Excel spreadsheets

Knowledge and skills

Essential

• Competence in preparing and sorting documentation and data, checking layout and content of correspondence for self and clinicians
• Must be able to demonstrate organisation and prioritisation skills
• Demonstrate working to tight deadlines/under pressure
• Able to work independently in own role, showing initiative but understanding when to seek appropriate guidance

Personal qualities

Essential

• Must be able to produce work of an accurate and high standard
• Very good written skills including good English grammar, in order to be able to proof read typed content
• Very good verbal communication skills, articulate, helpful and confident in dealing with people both face to face and over the telephone
• To be able to maintain good working relationships within own team and wider hospital staff groups/departments
• Professional, courteous and positive approach
• Provide an understanding of the importance of confidentiality and data protection in a hospital environment
• To have a very good time-keeping and attendance record

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

North Bristol NHS Trust

Address

Southmead Hospital

Brunel Building

Bristol

BS10 5NB

Employer's website

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