Job summary
An opportunity has arisen for an experienced Medical Secretary to join our team. This is both a demanding and rewarding role and it is essential that the successful applicant is able to work effectively as part of the team supporting and assisting colleagues, whilst prioritising and managing a complex and diverse workload.
The post holder will be responsible for the effective provision of a comprehensive secretarial/administrative service. Duties include RTT, the management of waiting lists, processing of referrals for triage and results and ensuring appropriate action is taken, audio transcription and word processing of clinical letters, reports and other correspondence as required by the medical team.
The successful applicant will act as the focal point of contact and be responsible for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, other health professionals/staff within the Trust and externally.
Applicants must have excellent interpersonal, organisational, time management skills and be able to work under pressure and to strict deadlines/targets. Ability to communicate in English both verbally and in writing at a high level is also essential.
RSA II/OCR Audio typing/Word Processing or equivalent Medical Secretarial Experience.
Main duties of the job
The main duties of the role are audio typing of clinical letters, reports and other correspondence as required by the medical team. Management of waiting lists, processing of referrals for triage and results and ensuring appropriate action is taken.
About us
Our People Charter outlines the behaviours we can expect from one another and what you can expect from Bradford Teaching Hospitals Foundation Trust:
- We value people
- We are one team
- We care
We're keen to meet people who share these values and are passionate about delivering the highest quality of care to our patients.
Job description
Job responsibilities
- Manage and prioritise own workload using own initiative and ensuring deadlines are met. Working to agreed national/local timescales e.g. waiting times, cancer etc.
- Responsible for the training and direct line management of secretaries at a lower grade, trainees or temporary secretaries.
- Provides a secretarial service (often of a highly sensitive nature) including filing, audio typing, (word processing), use of e-mail, scanning, photocopying, dealing with mail and ordering stationery supplies.
- Open and prioritise post and deal with routine matters on behalf of the Consultant where appropriate. Use initiative in filtering information and be proactive in dealing with matters such as drafting replies to any urgent actions or concerns, arranging urgent appointments.
- Point of contact for telephone enquiries from staff, patients, relatives, patients legal representatives, General Practitioners, other Consultants and external organisations in a constructive and sympathetic manner taking action as appropriate. Manage telephone and personal enquiries from staff, relatives, patients, legal representatives, general practitioners, consultants, community nursing staff and external organisations in a constructive and sympathetic manner, referring to the appropriate person where necessary and rerouting these calls when required.
- Responsible for chasing all investigation/test results and bringing abnormal/urgent results to the attention of the Consultant, actioning as appropriate.
- Responsible for chasing all investigation/test results and bringing abnormal/urgent results to the attention of the Consultant, actioning as appropriate.
- Responsible for follow up appointments and referrals being arranged and appropriate action being taken to ensure continuity of patient care within designated time limits.
Job description
Job responsibilities
- Manage and prioritise own workload using own initiative and ensuring deadlines are met. Working to agreed national/local timescales e.g. waiting times, cancer etc.
- Responsible for the training and direct line management of secretaries at a lower grade, trainees or temporary secretaries.
- Provides a secretarial service (often of a highly sensitive nature) including filing, audio typing, (word processing), use of e-mail, scanning, photocopying, dealing with mail and ordering stationery supplies.
- Open and prioritise post and deal with routine matters on behalf of the Consultant where appropriate. Use initiative in filtering information and be proactive in dealing with matters such as drafting replies to any urgent actions or concerns, arranging urgent appointments.
- Point of contact for telephone enquiries from staff, patients, relatives, patients legal representatives, General Practitioners, other Consultants and external organisations in a constructive and sympathetic manner taking action as appropriate. Manage telephone and personal enquiries from staff, relatives, patients, legal representatives, general practitioners, consultants, community nursing staff and external organisations in a constructive and sympathetic manner, referring to the appropriate person where necessary and rerouting these calls when required.
- Responsible for chasing all investigation/test results and bringing abnormal/urgent results to the attention of the Consultant, actioning as appropriate.
- Responsible for chasing all investigation/test results and bringing abnormal/urgent results to the attention of the Consultant, actioning as appropriate.
- Responsible for follow up appointments and referrals being arranged and appropriate action being taken to ensure continuity of patient care within designated time limits.
Person Specification
Experience
Essential
- Experience to prioritise and manage a diverse workload
- 12 months up-to-date secretarial experience
Desirable
- Minimum of 1 years previous Medical Secretarial Experience
Skills
Essential
- Literacy and Numeracy
- Ability to communicate in English both verbally and in writing at a high level
- Attention to detail
Desirable
- Use of electronic systems, diaries, patient records, training
- Shorthand
Knowledge
Essential
- Knowledge of Patient Administration System (or equivalent system)
- Medical Terminology
Desirable
- Microsoft Office packages, including Excel and Power-point, internet, e-mail etc...
Qualifications
Essential
- Educated to GCSE standard (or equivalent)
- An appropriate speed and accuracy of typing is required for this role and this will be assessed at interview
Desirable
- Medical Secretary Diploma
- Advanced secretarial qualifications
- ECDL/CLAIT
Person Specification
Experience
Essential
- Experience to prioritise and manage a diverse workload
- 12 months up-to-date secretarial experience
Desirable
- Minimum of 1 years previous Medical Secretarial Experience
Skills
Essential
- Literacy and Numeracy
- Ability to communicate in English both verbally and in writing at a high level
- Attention to detail
Desirable
- Use of electronic systems, diaries, patient records, training
- Shorthand
Knowledge
Essential
- Knowledge of Patient Administration System (or equivalent system)
- Medical Terminology
Desirable
- Microsoft Office packages, including Excel and Power-point, internet, e-mail etc...
Qualifications
Essential
- Educated to GCSE standard (or equivalent)
- An appropriate speed and accuracy of typing is required for this role and this will be assessed at interview
Desirable
- Medical Secretary Diploma
- Advanced secretarial qualifications
- ECDL/CLAIT
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.
