Medical Secretary

Job description

Job responsibilities

Key Areas of Responsibility

1. Using a range of software programmes including SystmOne and Olympus Transcription Software to produce, maintain and distribute documents, including adhoc and routine reports, which may include medical terminology and deal with matters of a complex and/or distressing nature.

2. To independently manage, undertake and prioritise a variety of administrative and clerical duties and undertake other general office duties which follow standard processes with the occasional need to deviate. These include:

• Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
• Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner
• Researching appropriate websites, downloading and circulating documents, as requested.
• To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them.

3. To support Consultant Paediatricians, Paediatric Registrars and the ADHD Nursing Team with updating ledgers. This will include adding meetings, adhoc appointments, and any other type of activities outside of their set clinic pattern.

4. To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner.

5. To receive and process safeguarding referrals via the safeguarding phone, which are often urgent and/or challenging, liaising with health professionals to correctly process the referral, and organising the appointment, if required, following the telephone call. This will include communicating with the on-call doctor and making a room booking.

6. To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times. To exercise tact and diplomacy when communicating information to patients which may be distressing to the receiver or where there may be barriers to understanding.

7. To build effective working relationships with the Consultant Paediatricians, Paediatric Registrars, ADHD Nursing Team and Clinical Leads which are supported by the Medical Secretarial Team.

8. To support the Childrens Medical Secretary Coordinator and/or the Admin Team Lead to create and design administrative processes and regularly review to ensure they meet the needs of the organisation and the patient.

9. To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Childrens Medical Secretary Coordinator and/or the Admin Team Lead.

10. To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by the Childrens Medical Secretary Coordinator and/or the Admin Team Lead.

11. To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, PowerGate and carrying out research into goods and services as required.

12. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.

13. Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites.

14. It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

Person Specification

Qualifications

Essential

• oGCSEs grade C or above in English and Maths, or equivalent
• oRSA II or equivalent typing qualification
• oNVQ 3 Business Administration or equivalent experience

Experience

Essential

• oProven experience or working as part of a team
• oProven experience of working within an office environment
• oKnowledge and understanding of computerised patient's administration systems e.g., SystmOne
• oNHS medical terminology

Desirable

• oProven administration experience in a Medical Secretarial environment
• oKnowledge and understanding of Olympus Transcription Software

skills, abilities and knowledge

Essential

• oComprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
• oAudio Typing
• oGood organisational skills
• oAble to communicate effectively in written and verbal English language
• oProven ability to work on own initiative without direct supervision, prioritising and managing own workload
• oAdvanced keyboard skills

Desirable

• oEnhanced IT Skills

Personal attributes/behaviours (linked to the Trust's Behaviour Framework)

Essential

• oEnthusiastic and motivated
• oCommitted to providing the best possible service to patients
• oTeam Player

Other

Essential

• oFlexible attitude and approach to work to meet the needs of the service

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

Norfolk Community Health and Care NHS Trust

Address

St James Clinic

Extons Road

Kings Lynn

PE30 5NU

Employer's website

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