Medical Secretary - HoP/Stroke & Movement Disorder

Torbay and South Devon NHS Foundation Trust

The closing date is 09 April 2025

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Job summary

Our Medical Secretary will provide comprehensive and high quality secretarial, administrative and clerical support to the department ensuring an effective and efficient service is delivered.

They will support the Practice Manager to undertake change management, ensure that patients are treated with courtesy, dignity and respect.

Main duties of the job

  • Work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GP's and other external agencies.
  • This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care.
  • Communicate effectively in writing and verbally on a daily basis.
  • Ensure all results of tests and investigations are tracked effectively, shown to the relevant consultant/nurse promptly and to undertake appropriate action as instructed.
  • Independently deal with patient/carer telephone calls and enquiries in an efficient, sensitive and confidential manner, exercising judgement to analyse and resolve any problems and referring on to the clinician as appropriate.
  • All clinic outcomes must be recorded accurately and complete or amend any that have not been done.
  • Clinical diaries (both paper and electronic) are to be maintained and checked against the published timetables. Discretion and initiative used when arranging meetings and appointments for patients, relatives and others. To ensure that arrangements regarding medical staff leave and cover arrangements are circulated appropriately and that clinical activities are amended accordingly.
  • Taking and transcribing formal minutes if required.
  • Open and act on correspondence received and bring to the attention of the clinician along with the medical notes.

About us

The HoP/Stroke & Movement Disorder Department consists of thirteen Consultants, four Medical Secretaries and one Secretarial Assistant. The team are based at Torbay Hospital.

Why work with us

Date posted

26 March 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

388-7006115-A&C

Job locations

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA


Job description

Job responsibilities

This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care

To ensure all clinical and non-clinical correspondence and reported are typed within local targets

To enter Referral to Treatment (RTT) events accurately and in a timely manner

To use the relevant IT systems to register patients, make appointments, transfer medical records, input clinical letters and care planning summaries, as required

Please refer to your suitability to the post in your supporting information from the role requirements or person specification.

Job description

Job responsibilities

This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care

To ensure all clinical and non-clinical correspondence and reported are typed within local targets

To enter Referral to Treatment (RTT) events accurately and in a timely manner

To use the relevant IT systems to register patients, make appointments, transfer medical records, input clinical letters and care planning summaries, as required

Please refer to your suitability to the post in your supporting information from the role requirements or person specification.

Person Specification

Qualifications

Essential

  • Good standard of education to include GCSE in Maths and English or equivalent
  • Proven experience of audio typing
  • Proven experience of using Excel spreadsheets

Desirable

  • AMSPAR/Medical Terminology qualification

Knowledge

Essential

  • Proven secretarial and administrative experience
  • Ability to effectively use the Microsoft Office software (Word, Excel, PowerPoint)
  • Excellent Audio Typing skills and organisational skills
  • Good communication skills with the ability to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
  • Customer care experience of providing a customer focused service

Desirable

  • Knowledge and experience of the Trust patient administrative and information systems
  • To be proficient in the use of Internet/Intranet and email
  • Proven Medical Secretarial experience
Person Specification

Qualifications

Essential

  • Good standard of education to include GCSE in Maths and English or equivalent
  • Proven experience of audio typing
  • Proven experience of using Excel spreadsheets

Desirable

  • AMSPAR/Medical Terminology qualification

Knowledge

Essential

  • Proven secretarial and administrative experience
  • Ability to effectively use the Microsoft Office software (Word, Excel, PowerPoint)
  • Excellent Audio Typing skills and organisational skills
  • Good communication skills with the ability to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
  • Customer care experience of providing a customer focused service

Desirable

  • Knowledge and experience of the Trust patient administrative and information systems
  • To be proficient in the use of Internet/Intranet and email
  • Proven Medical Secretarial experience

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

Torbay and South Devon NHS Foundation Trust

Address

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA


Employer's website

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

Employer details

Employer name

Torbay and South Devon NHS Foundation Trust

Address

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA


Employer's website

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

For questions about the job, contact:

Practice Manager

Ashley Armitage

a.armitage2@nhs.net

01803656395

Date posted

26 March 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

388-7006115-A&C

Job locations

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA


Supporting documents

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