Job summary
An exciting opportunity has arisen within the Women's and Children's Directorate for a Senior Medical Secretary to work as part of the Gynaecology team. We are a strong, proactive team who welcome innovation and adaptability within the service.
We have two vacant positions which are both full time (37.5 hours.) One position will be based at Worcester Royal hospital and the other position based at Kidderminster Treatment Centre, however applicants may be required to cross site cover at either hospital. We also offer some flexibility with home working for a limited amount of days per week.
As well as being part of the busy department, you'll be required to prioritise your own workload on a day-to-day basis. Excellent IT and communication skills are essential for this role.
You will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity. We would require a strong communicator and dedicated team player.
We can offer you a friendly and supportive work environment where your work is valued. If this sounds like the role for you then apply now or email us to find out more.
Main duties of the job
For a detailed description of the role duties please refer to the main job description attached or below.
Job Purpose:
To provide a full medical secretarial service and
administrative support to the Gynaecology Consultants.
Key Responsibilities:
Type the necessary correspondence and/or
documentation generated by a patients passage through the hospital service,
and maintain patient notes pertinent to these events.
Act
as a liaison between Consultant Teams and speciality based groups of Consultant
Teams and the GP, the patient and other agencies involved to expedite the care
and treatment of patients as effectively as possible.
Undertake
office administration functions in relation to the clinical and management work
of Consultant.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
Main duties
Senior Medical Secretary
- To deal with incoming mail and all of the Consultants correspondence. Including generating own correspondence as agreed with the Consultant
- To input information onto computers for clinical audit
- To type discharge summaries, clinic letters and any other official correspondence including medical reports and complaint responses from audiotapes. To undertake copy typing as required.
- To arrange meetings and maintain the Consultants Diary
- To prepare material for meetings and training sessions as requested
- To attend meetings and take the minutes.
- To handle enquiries from patients, relatives, GPs, other hospitals and Consultants, initiating appropriate responses
- To process GP referral letters and arrange outpatient appointments and domiciliary visits
- To review the Patient Target List with Consultant to ensure that patients are seen within the current National time-scales and take responsibility for initiating extra operating lists, seeking authorisation from the Directorate Management team when necessary.
- To arrange for patients to be put on the waiting lists, including theatres and make minor changes to the waiting list for subsequent approval by the Consultant.
- To provide training and supervision for any junior or temporary secretaries allocated to the speciality
- To receive investigation reports drawing the Consultants attention to same and taking any necessary follow-up action
- To maintain patients records in a manner acceptable to the Trust.
- To liaise with Health Records, Outpatients, Radiology and other relevant internal and external departments with regard to patient care
- To ensure that Consultants absence is promptly communicated to all relevant people and departments
- To ensure that cover is provided for other secretaries during periods of absence through holiday or sickness
- Outpatient appointments and waiting lists are computerised. The post holder will need to liaise with the appropriate manager of the systems and comply will Trust policies.
General Responsibilities
- To take an active part in team meetings, sharing information and raising issues relating to quality or areas for improvement, and suggesting possible solutions.
- To order stationery and report faults with equipment
- To observe absolute confidentiality of all information obtained in the course of your work
- To report any accident or untoward incidents or complaints.
- To act always in a manner which will promote a good image of the department.
- To undertake other duties commensurate with the post and grade as requested by the Directorate Manager or Consultants within the constraints of the existing workload.
Job description
Job responsibilities
Main duties
Senior Medical Secretary
- To deal with incoming mail and all of the Consultants correspondence. Including generating own correspondence as agreed with the Consultant
- To input information onto computers for clinical audit
- To type discharge summaries, clinic letters and any other official correspondence including medical reports and complaint responses from audiotapes. To undertake copy typing as required.
- To arrange meetings and maintain the Consultants Diary
- To prepare material for meetings and training sessions as requested
- To attend meetings and take the minutes.
- To handle enquiries from patients, relatives, GPs, other hospitals and Consultants, initiating appropriate responses
- To process GP referral letters and arrange outpatient appointments and domiciliary visits
- To review the Patient Target List with Consultant to ensure that patients are seen within the current National time-scales and take responsibility for initiating extra operating lists, seeking authorisation from the Directorate Management team when necessary.
- To arrange for patients to be put on the waiting lists, including theatres and make minor changes to the waiting list for subsequent approval by the Consultant.
- To provide training and supervision for any junior or temporary secretaries allocated to the speciality
- To receive investigation reports drawing the Consultants attention to same and taking any necessary follow-up action
- To maintain patients records in a manner acceptable to the Trust.
- To liaise with Health Records, Outpatients, Radiology and other relevant internal and external departments with regard to patient care
- To ensure that Consultants absence is promptly communicated to all relevant people and departments
- To ensure that cover is provided for other secretaries during periods of absence through holiday or sickness
- Outpatient appointments and waiting lists are computerised. The post holder will need to liaise with the appropriate manager of the systems and comply will Trust policies.
General Responsibilities
- To take an active part in team meetings, sharing information and raising issues relating to quality or areas for improvement, and suggesting possible solutions.
- To order stationery and report faults with equipment
- To observe absolute confidentiality of all information obtained in the course of your work
- To report any accident or untoward incidents or complaints.
- To act always in a manner which will promote a good image of the department.
- To undertake other duties commensurate with the post and grade as requested by the Directorate Manager or Consultants within the constraints of the existing workload.
Person Specification
Qualifications
Essential
- GCSE/CSE A-C Grade in English & Maths
- RSA II Typing or equivalent typing qualification
- Amspar Diploma or equivalent qualification
Personal Qualities
Essential
- Able to work collaboratively as part of a team as well as capable of working independently, taking initiative to handle tasks proactively.
- Always demonstrates a high level of professionalism.
- Compassionate when dealing with patients and their families.
- Adaptable and flexible to everchanging situations.
- Takes proactive measures to address issues that arise, seeking opportunities for improvement or resolution without constant supervision.
Other Job Requirements
Essential
- Handles high pressured situations with composure and maintains a positive attitude.
- Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds.
- Must always maintain confidentiality when handling sensitive information and patient data.
Experience
Essential
- Minimum of 1 years administrative, secretarial, or clerical experience.
- Experience in maintaining and updating databases, ensuring data accuracy and integrity.
- Experience or knowledge of NHS reporting requirements i.e..18 weeks RTT.
Desirable
- Experience of working within Obstetrics & Gynaecology.
- Use of key NHS systems i.e., PAS, Bluespier, CLIP, Digital Dictation.
Skills/Knowledge
Essential
- Understanding and working knowledge of Microsoft Office Packages.
- Strong telephone etiquette, courteous and respectful when communicating with patients, colleagues, and external parties.
- Excellent verbal and written communication skills.
- Good organisational skills and the ability to multi-task effectively, whilst dealing with complex competing priorities.
- Exhibits resourceful problem-solving skills finding solutions to problems that may arise in day-to-day operations.
- Experience in word processing, audio, copy typing skills.
- Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively.
Desirable
- Awareness of good Health & Safety Protocols.
- Knowledge of Key NHS systems.
Person Specification
Qualifications
Essential
- GCSE/CSE A-C Grade in English & Maths
- RSA II Typing or equivalent typing qualification
- Amspar Diploma or equivalent qualification
Personal Qualities
Essential
- Able to work collaboratively as part of a team as well as capable of working independently, taking initiative to handle tasks proactively.
- Always demonstrates a high level of professionalism.
- Compassionate when dealing with patients and their families.
- Adaptable and flexible to everchanging situations.
- Takes proactive measures to address issues that arise, seeking opportunities for improvement or resolution without constant supervision.
Other Job Requirements
Essential
- Handles high pressured situations with composure and maintains a positive attitude.
- Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds.
- Must always maintain confidentiality when handling sensitive information and patient data.
Experience
Essential
- Minimum of 1 years administrative, secretarial, or clerical experience.
- Experience in maintaining and updating databases, ensuring data accuracy and integrity.
- Experience or knowledge of NHS reporting requirements i.e..18 weeks RTT.
Desirable
- Experience of working within Obstetrics & Gynaecology.
- Use of key NHS systems i.e., PAS, Bluespier, CLIP, Digital Dictation.
Skills/Knowledge
Essential
- Understanding and working knowledge of Microsoft Office Packages.
- Strong telephone etiquette, courteous and respectful when communicating with patients, colleagues, and external parties.
- Excellent verbal and written communication skills.
- Good organisational skills and the ability to multi-task effectively, whilst dealing with complex competing priorities.
- Exhibits resourceful problem-solving skills finding solutions to problems that may arise in day-to-day operations.
- Experience in word processing, audio, copy typing skills.
- Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively.
Desirable
- Awareness of good Health & Safety Protocols.
- Knowledge of Key NHS systems.
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.
