Medical Secretary in Gastroenterology

Dorset County Hospital NHS Foundation Trust

This job is now closed

Job summary

The post-holder will work closely with the all members of staff in ensuring the delivery of a high quality service. This will require the utilisation of good secretarial, administrative, communication and interpersonal skills, knowledge of word-processing and other computerised systems. All secretaries appointed to the Gastroenterology service have a shared responsibility to service the needs of the department

Main duties of the job

To provide comprehensive secretarial and administrative support to the Gastroenterology team in order to facilitate the smooth, efficient and effective running of all elements of the service.

To act as a point of contact for patients/carers and other health professionals. Dealing with queries, providing information and escalating to the clinical team where appropriate. This will require a caring and empathetic approach and it will necessitate establishing communication networks with the team and with other appropriate health care professionals, both internal and external to the organisation.

To work with the clinical and managerial teams to maintain and support departmental / divisional practice and procedures to ensure that both operational targets and quality standards are achieved.

About us

The post holder will be an active and enthusiastic member of the Gastroenterology Department at Dorset County hospital providing a first-contact service for patients within the service. The successful candidate will form part of a high quality and close team within the hospital.

Date posted

15 April 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year Per Annum

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

405-24-MS180GE

Job locations

Dorset County Hospitak

Williams Avenue

Dorchester

DT1 2JY

Job description

Job responsibilities

Responsibility for PatientsCommunicate tactfully and politely over the telephone or face-to-face, with patients, their family/carers, other health professionals or administrative staff, external bodies, to deal efficiently and effectively with queries and concernsTo pass on information in an effective and efficient way, particularly when taking clinical queries over the telephone, either from patients or other health professionals.

Responsibility for Policy and Service DevelopmentComment on standard operating procedures where they relate to secretarial or clerical issues, to facilitate a culture of continuous improvement.Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times

Physical SkillsUse audio dictation to type clinic letters and other correspondence in a timely way, whilst being mindful of typing turnaround times, having a high standard of accuracy and presentation, thereby ensuring an accurate clinical record.Make adjustments / cancellations to clinics on request to facilitate operational efficiency.

Planning & Organisational SkillsIn line with standard operating procedures: deal with incoming mail; cash up clinics; make appointments; update the Patient Tracking List (PTL); accept telephone calls for the clinical team; chase Electronic Discharge Summaries (EDS) and results; add patients to waiting list; forward referrals to other clinical teams/services.Arrange for the safe transportation of medical notes between sites and between departmentsArrange meetings etc as required, ensuring a suitable venue and good communication with attendees, both internal and external to the Trust, so that the meeting runs smoothlyEnsure that all tasks are organised and produced to expected standards and within reasonable timescales in response to service demands

Job description

Job responsibilities

Person Specification

Education, Qualifications & Training

Essential

Educated to GCSE level or equivalent, including English at Grade C or above
RSA stage III word processing or equivalent

Knowledge & Experience

Essential

Experience of working with computer systems, to include Microsoft Office, in a working/academic environment

Desirable

Knowledge of NHS databases, particularly PAS and DPR

Skills & Abilities

Essential

Evidence of secretarial skills including excellent audio typing and minute taking skills
Evidence of effective communication skills both written and oral
Evidence of ability to respond quickly to changing priorities organising and prioritising own workload to meet deadlines
Evidence of ability to work with minimal supervision
Evidence of ability to exercise judgement when dealing with patient queries and to analyse and resolve problems
oEvidence of flexibility and ability to adapt to different areas of work

Desirable

Ability to build and maintain good working relationships within a team.
Understanding of medical terms

Person Specification

Education, Qualifications & Training

Essential

Educated to GCSE level or equivalent, including English at Grade C or above
RSA stage III word processing or equivalent

Knowledge & Experience

Essential

Experience of working with computer systems, to include Microsoft Office, in a working/academic environment

Desirable

Knowledge of NHS databases, particularly PAS and DPR

Skills & Abilities

Essential

Evidence of secretarial skills including excellent audio typing and minute taking skills
Evidence of effective communication skills both written and oral
Evidence of ability to respond quickly to changing priorities organising and prioritising own workload to meet deadlines
Evidence of ability to work with minimal supervision
Evidence of ability to exercise judgement when dealing with patient queries and to analyse and resolve problems
oEvidence of flexibility and ability to adapt to different areas of work

Desirable

Ability to build and maintain good working relationships within a team.
Understanding of medical terms

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).

Additional information