Medical Secretary - Obs & Gynae

Portsmouth Hospitals University NHS Trust

This job is now closed

Job summary

We have an exciting opportunity for an experienced medical secretary to work within the Obs & Gynae Secretarial team for 24.5 hours per week. The team currently provide secretarial and admin support for 26 Consultants. Tasks will include audio typing, uploading of clinical documents, typing of letters on behalf of the Consultants, general secretarial duties as well as assisting in the Consultants workload.

The secretarial team also have a high volume of telephone calls from patients regarding their appointments or requesting information. There will be a need to take minutes of meetings. We are looking for a well organised individual who is highly motivated to join our busy team and who is committed to delivering a high quality service to our patients. You must be able to communicate effectively and have strong interpersonal skills to deal with all levels of hierarchies and disciplines.

Main duties of the job

The job holder will provide support to consultants, junior medical staff and/or a department as a member of the team supporting the consultants and/or the department.

Assists in the organisation of the consultants workload.
Communicates appointment and admission related information to patients/carers.
Supporting with the administration for medical students from Portsmouth and Southampton when they are with the department Patient/client care by providing information about the patient pathway, re-directing as necessary to the appropriate department.
Answering telephones with excellent communication skills and in a timely manner.
Planning and organising own time within standard operating procedures.
Routine duties, data entry and other tasks delegated by management.
Regular requirement to type reports and create presentations using software.
Taking and transcribing of minutes of departmental and consultant meetings.
Maintenance of accessible and accurate electronic data storage for the department/consultant.
Audits as required for own work; or securing information or databases on behalf of a consultant under close supervision.
Ensuring results that have been requested by Consultants are fed back to them in a timely manner.
Using NHS specific software i.e. PAS Cross working with the Paediatric Secretaries when required.
Working with the Business & Governance Support Manager where required.

About us

Here at Portsmouth Hospitals University NHS Trust, we are proud to provide expert, compassionate care for our local population. We are ranked as the third in the country for research, embedding education and training across the organisation. Our main hub is the Queen Alexandra Hospital, which is one of the largest hospitals on the south coast employing over 8,700 staff. Our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes our hospital stronger. If you share our values and our enthusiasm for getting it right for patients, colleagues, and our community, you will find a home at Portsmouth Hospitals University NHS Trust.

Date posted

09 November 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£14,906 to £15,899 a year

Contract

Permanent

Working pattern

Part-time

Reference number

REF132R

Job locations

Southwick Hill Road

Cosham

PO6 3LY

Job description

Job responsibilities

1. The Medical Secretary will communicate clearly, and understand and deliver the principles of good customer care, when dealing with patients, their relatives or carers. In answering initial enquiries from departments and external organisations such as the police, social services, GPs etc. the Medical Secretary will be the first point of contact across trust boundaries for the clinical department. The Medical Secretary will provide written information to a high standard which may be of confidential nature and condition specific to the patient in a given format.

2. The Medical Secretary will have knowledge, training and experience to be able to demonstrate:

Current skills and competencies in the Microsoft Office suite, relevant demonstrable experience as detailed in the person specification.
Good keyboard skills and the ability to touch type
Work within office conditions
Concentrate in an office environment and within a set work pattern
Withstand the environment of indirect emotional disturbance brought about by typing letters of a potentially distressing nature
Use a VDU more or less continuously for word processing and input
Work to the framework set out for this role, under the supervision of the Business and Governance Support Manager

3. The Medical Secretary will have sufficient understanding of the department and the consultant specialism to understand how to respond to and provide information of a non-clinical nature to patients and carers, exercise judgement when deciding to escalate patient queries and responses and/or to be able to redirect the patient as necessary to the correct part of the organisation to address an enquiry about the patient pathway

4. The Medical Secretary will demonstrate integrity and confidentiality and support the wider team

5. Higher level in organising activities, meetings and consultant diaries.

6. The Medical Secretary will be responsible for:-

Patient/client care by giving non-clinical advice and providing information about the patient pathway, re-directing as necessary to the appropriate department
Routine duties, data entry and other tasks delegated
Implementation of policy, practice and procedure in own post and contribute to the debate on how implemented in the department
Regular requirement to type reports and create presentations using software
Taking and transcribing of minutes of departmental and consultant meetings
Maintenance of accessible and accurate electronic data storage for the department/consultant
Audits as required for own work; or securing information or databases on behalf of a consultant under close supervision
Booking of outpatient appointments as required.
Bringing to the attention of the Consultant any results that need urgent review.
Using the IProc ordering system for consumables needed by the department
Use of PAS, Ministrone, ICE and other NHS systems required for patient information and booking of appointments
Duties may change to accommodate demands of the service and may at times may be called on to help cover within the Paediatric Secretarial team.
Help the Business & Governance Support Manager when required with adhoc administrative tasks.

Job description

Job responsibilities

2. The Medical Secretary will have knowledge, training and experience to be able to demonstrate:

Current skills and competencies in the Microsoft Office suite, relevant demonstrable experience as detailed in the person specification.
Good keyboard skills and the ability to touch type
Work within office conditions
Concentrate in an office environment and within a set work pattern
Withstand the environment of indirect emotional disturbance brought about by typing letters of a potentially distressing nature
Use a VDU more or less continuously for word processing and input
Work to the framework set out for this role, under the supervision of the Business and Governance Support Manager

4. The Medical Secretary will demonstrate integrity and confidentiality and support the wider team

5. Higher level in organising activities, meetings and consultant diaries.

6. The Medical Secretary will be responsible for:-

Patient/client care by giving non-clinical advice and providing information about the patient pathway, re-directing as necessary to the appropriate department
Routine duties, data entry and other tasks delegated
Implementation of policy, practice and procedure in own post and contribute to the debate on how implemented in the department
Regular requirement to type reports and create presentations using software
Taking and transcribing of minutes of departmental and consultant meetings
Maintenance of accessible and accurate electronic data storage for the department/consultant
Audits as required for own work; or securing information or databases on behalf of a consultant under close supervision
Booking of outpatient appointments as required.
Bringing to the attention of the Consultant any results that need urgent review.
Using the IProc ordering system for consumables needed by the department
Use of PAS, Ministrone, ICE and other NHS systems required for patient information and booking of appointments
Duties may change to accommodate demands of the service and may at times may be called on to help cover within the Paediatric Secretarial team.
Help the Business & Governance Support Manager when required with adhoc administrative tasks.

Person Specification

Qualifications

Essential

GCSE English, Grade 5 or above

Experience

Essential

Everyday experience with Microsoft Office and similar databases
Proven record of previous secretarial position
Combination of Training courses in office procedures, business administration and typing/keyboarding courses

Skills and Knowledge

Essential

Knowledge of medical terminology
Knowledge of NHS specific software
Good communication Skills both written and oral. Ability to use a personal computer with knowledge of word processing, and Windows applications.
Working knowledge of clerical and financial procedures.
Ability to operate a personal computer with knowledge of word processing, spreadsheets, database and presentation software.
Ability to understand and work with financial, administrative and personnel processes and practices.
Strong customer service skills.
Knowledge of NHS specific software and applications

Personal Qualities

Essential

Has strong interpersonal skills
Has strong administration skills
Is an effective communicator both orally and on paper
Has skill in working with cross-functional teams
Has well-developed influencing skills across hierarchies and disciplines
Has the ability to act and ensure delivery
Is responsive and flexible

Person Specification

Qualifications

Essential

GCSE English, Grade 5 or above

Experience

Essential

Everyday experience with Microsoft Office and similar databases
Proven record of previous secretarial position
Combination of Training courses in office procedures, business administration and typing/keyboarding courses

Skills and Knowledge

Essential

Knowledge of medical terminology
Knowledge of NHS specific software
Good communication Skills both written and oral. Ability to use a personal computer with knowledge of word processing, and Windows applications.
Working knowledge of clerical and financial procedures.
Ability to operate a personal computer with knowledge of word processing, spreadsheets, database and presentation software.
Ability to understand and work with financial, administrative and personnel processes and practices.
Strong customer service skills.
Knowledge of NHS specific software and applications

Personal Qualities

Essential

Has strong interpersonal skills
Has strong administration skills
Is an effective communicator both orally and on paper
Has skill in working with cross-functional teams
Has well-developed influencing skills across hierarchies and disciplines
Has the ability to act and ensure delivery
Is responsive and flexible

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.