Medical Secretary

Job description

Job responsibilities

ADDITIONAL TO BAND 2 SECRETARIAL SUPPORT OFFICER

To provide a full range of confidential secretarial/administrative support to supporting clinical staff, working with minimal supervision

To undertake typing and distribution of clinical and other patient-related and general correspondence, dictated by Consultants and supporting clinical staff, to achieve Trust standards of accuracy and timeliness

To be the point of contact for staff, patients and others within and outside the organisation, responding to external and internal telephone enquiries, taking appropriate and timely action required, including making appointments, giving non-clinical advice, onward referral to relevant department etc

To receive and respond to internal and external correspondence, taking appropriate and timely action as required, in accordance with Trust and/or departmental standards and processes

To book investigations and any necessary follow-up appointments, as directed by clinical staff, ensuring test results are presented to medical staff on receipt, where these are not available electronically

To maintain accurate patient and GP details on the Trusts central and local Patient Administration and Clinical Systems, as required

To ensure patient information is bar-coded correctly for scanning into the electronic clinical document management system (ECDMS)

To manage electronic diaries, as required

To support arrangement of on call rotas, as required

To organise meetings, including arranging venues, preparing agendas, collating and issuing papers and attending for taking and production of minutes, as required

To operate efficient and up-to-date administrative systems and processes for all office tasks

To maintain accurate and timely data entry to databases to meet service requirements

To prioritise own workload to meet the needs of the patients and Consultants and ensure all deadlines are met

To support new and/or less experienced staff, as directed by line manager/head of service

To provide cover as required during absence of colleagues

Person Specification

Qualifications

Essential

• Good standard of general education
• Keyboarding/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards)
• Educated to at least NVQ Level 3 in Business Administration (or working towards)
• Understanding of medical terminology
• Experience of Bespoke/Therapeutic clinic management
• Advanced knowledge of Microsoft excel spreadsheets

Experience

Essential

• Experience of a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment
• Demonstrate Experience of using Microsoft Word
• Experience in setting up and maintaining office filing systems
• Experience of maintaining and setting up databases
• Experience in planning and organising meetings and taking minutes

Desirable

• NHS Experience

Special Requirements

Essential

• Ability to travel independently across the County to fulfil the requirements of the post.

Special Skills and Knowledge

Essential

• Experience of Microsoft Publisher
• Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality
• Ability to use email and maintain and update paper and electronic diaries
• Excellent written communication skills, with the ability to deal with and prepare routine written correspondence.
• Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
• Ability to organise and prioritise workload in order to meet deadlines
• Ability to use own initiative and work with minimal supervision

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

Darlington Memorial Hospital NHS Trust

Hollyhurst Road

Darlington

County Durham

DL3 6HX

Employer's website

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