Medical secretary support

Job responsibilities

To assist the team of Medical Secretaries in producing correspondence and reports by the use of audio transcription, including those of a distressing or emotional nature.

To provide comprehensive administrative, clerical and audio typing support to Consultants and their teams.

To deal with all telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful and prompt manner, and respecting patient confidentiality at all times.

To maintain filing systems that facilitate the effective running of the department.

To cross cover within the team, including periods of absence and high demand.

To take an active role in initiatives to improve the administrative service provided to managers and clinicians, and the service received by patients and their families.

To open, date stamp and distribute post as requested.

To manage patient records appropriately, ensuring an up-to-date record is maintained of all case notes returned from the wards and clinics, that patient case notes are available for clinics and appointments and are dispatched to other departments or hospitals as necessary.

To file investigation results in appropriate health records and draw relevant Medical Secretarys attention to all incoming results as necessary.

Qualifications and Training.

Essential

• Good standard of education.
• GCSEs or equivalent.
• RSA3 Typing/word processing or other recognised qulification or equivalent experience.

Desirable

• ECDL
• NVQ4 in adminor equivalent experience
• AMSPAR or equivalent

Experience

Essential

• Minimum of 2 years secretarial and/or administrative experience.
• Computer skills and a willingness to learn new software packages.
• Audio and copy typewriting skills
• Experience of managing competing and varied demands.
• Good telephone manner.

Desirable

• Use of Digital dictation systems.

Knowledge and skills

Essential

• Clear handwriting, spelling, grammare & numeracy
• Ability to use initiative and work unsupervised.
• To have a systematic and methodical apporach to work with attention to detail.
• Ability to demonstrate good interpersonal, oral and written communication skills especially when dealing with highly sensitive information and where there are barriers to understanding.
• Ability to demonstrate good organistional skills and to priortise/manage own workload in a demanding environment.
• Ability to develop and implement new and existing sytems in the department.
• Ability to organise meetings, take and distribute minutes.
• Ability to meet deadlines.
• Ability to use word, Excel, powerpoint, and Access database software.
• Ability to use a PC for word processing to a high standard.
• Ability to use internet/ intranet to gather information for a wider range of uses.

Personal Qualities.

Essential

• Ability to deal tactfully and sympathetically with parents/carers, members of the public and professionals.
• Ability to demonstrate an understanding and respect for confidentiality.
• Ability to work closely with team members and external parties.
• Responsive to change and ideas, adapt to new systems.
• Ability to work flexibly.
• Ability to work under pressure.
• Motivation to participate in personal and professional development programmes.
• Ability to recognise when to seek support.

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).