Ophthalmology Medical Secretary
Dorset County Hospital NHS Foundation Trust
The closing date is 08 May 2025
Job summary
To provide a comprehensive typing and administrational service to members of the team in order to assist in the achievement of departmental objectives. The post holder will work closely with the team to ensure the delivery of a high quality service. This will require the utilisation of good typing, administrative, communication and interpersonal skills.
Main duties of the job
The post holder is required to:
- Communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information
- Communicate with external Trusts and other departments within the Trust
- Deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate
- Plan and organise own time/work
- Adjust clinic times as necessary
- Ensure notes are ready for clinics and arrange secure transfer between hospital sites as necessary
- Take minutes at meetings as requested; arrange meetings, for example, audit meetings, service meetings, training days
- Type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures
- Provide information and advice to patients/carers about admissions and appointments
- Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times
- Comment on local policies and procedures where they relate to secretarial or clerical issues
- Maintain stationery stocks; demonstrate secretarial duties to new starters
- Maintain and develop patient information, clerical, secretarial and record keeping systems, both paper based and electronic, in line with established Trust systems, liaising with other departments, including Medical Records and Trust Headquarters, where necessary
- Participate in surveys, gather information and assist with audits as required through the collection of data.
About us
Dorset County Hospital NHS Foundation Trust's purpose is to deliver compassionate and safe health care to our patients. We are the acute and specialist healthcare provider for our communities, delivering high quality care to meet our patients' expectations.
Job description
Job responsibilities
The post holder is required to:
- Communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information
- Communicate with external Trusts and other departments within the Trust
- Deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate
- Plan and organise own time/work
- Adjust clinic times as necessary
- Ensure notes are ready for clinics and arrange secure transfer between hospital sites as necessary
- Take minutes at meetings as requested; arrange meetings, for example, audit meetings, service meetings, training days
- Type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures
- Provide information and advice to patients/carers about admissions and appointments
- Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times
- Comment on local policies and procedures where they relate to secretarial or clerical issues
- Maintain stationery stocks; demonstrate secretarial duties to new starters
- Maintain and develop patient information, clerical, secretarial and record keeping systems, both paper based and electronic, in line with established Trust systems, liaising with other departments, including Medical Records and Trust Headquarters, where necessary
- Participate in surveys, gather information and assist with audits as required through the collection of data.
Job description
Job responsibilities
The post holder is required to:
- Communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information
- Communicate with external Trusts and other departments within the Trust
- Deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate
- Plan and organise own time/work
- Adjust clinic times as necessary
- Ensure notes are ready for clinics and arrange secure transfer between hospital sites as necessary
- Take minutes at meetings as requested; arrange meetings, for example, audit meetings, service meetings, training days
- Type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures
- Provide information and advice to patients/carers about admissions and appointments
- Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times
- Comment on local policies and procedures where they relate to secretarial or clerical issues
- Maintain stationery stocks; demonstrate secretarial duties to new starters
- Maintain and develop patient information, clerical, secretarial and record keeping systems, both paper based and electronic, in line with established Trust systems, liaising with other departments, including Medical Records and Trust Headquarters, where necessary
- Participate in surveys, gather information and assist with audits as required through the collection of data.
Person Specification
EDUCATION, QUALIFICATIONS & TRAINING
Essential
- General education to GCSE standard or equivalent, including English and Maths
- RSA stage III word processing or equivalent experience
KNOWLEDGE & EXPERIENCE
Essential
- Recent & relevant experience in an office environment in a clerical/admin capacity
- Experience of dealing with telephone enquiries
- Understanding of Confidentiality
- Previous computer experience in a Windows environment
Desirable
- Previous experience in a Healthcare environment
SKILLS & ABILITIES
Essential
- Competent keyboard skills
- Excellent communication skills
- Ability to work without supervision
- Ability to work as part of a team
Person Specification
EDUCATION, QUALIFICATIONS & TRAINING
Essential
- General education to GCSE standard or equivalent, including English and Maths
- RSA stage III word processing or equivalent experience
KNOWLEDGE & EXPERIENCE
Essential
- Recent & relevant experience in an office environment in a clerical/admin capacity
- Experience of dealing with telephone enquiries
- Understanding of Confidentiality
- Previous computer experience in a Windows environment
Desirable
- Previous experience in a Healthcare environment
SKILLS & ABILITIES
Essential
- Competent keyboard skills
- Excellent communication skills
- Ability to work without supervision
- Ability to work as part of a team
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.
