Job summary
An opportunity has just become available for the right candidate to join the Haematology Department Secretarial team at the University Hospital, Lewisham as a Medical Secretary.
We are seeking for dedicated, motivated , proactive person to join our team to help us provide high quality care to our service users.
The post holder will provide administrative and secretarial support to the Haematology medical team and Senior Management Team. The post holder will also be required to attend meetings where agenda and minutes/note taking will be required. Communication is a must between external and internal members of staff as well as the public.
You must enjoy working in a busy environment and be able to prioritise your own workload. You will need good interpersonal skills with the ability to work as part of a team, be IT literate, and able to work well under pressure in a fast paced environment.
PLEASE NOTE: We are unable to offer sponsorship for this post
Main duties of the job
To provide a full secretarial and clerical service to the consultant team. The post is a vital link between the patient, the consultant, the wider Trust and other People involved in the Provision of health care. The post holder may on Occasion supervise the medical typists.
To act as a central point of information and communication for the clinical team.
To provide a full secretarial support service to consultants and members of their teams in respect to their general medical duties and specialist work.
To act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed time frames
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
To act as first point of contact on behalf of the consultant and the Trust and deal effectively and courteously with all enquiries from GPs, parents, patients, carers, other departments within the Trust and external bodies.
To produce correspondence, reports and clinical letters by the use of audio transcription technology (describe).
To type urgent clinical letters, including those of a sometimes distressing or emotional nature from audiotape or direct dictation as agreed.
To organise and support meetings on behalf of the Consultant and the Consultants team, taking and distributing minutes as required.
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 prioritise and process incoming correspondence and ensure that it is dealt with promptly by the appropriate member of staff.
Job description
Job responsibilities
To act as first point of contact on behalf of the consultant and the Trust and deal effectively and courteously with all enquiries from GPs, parents, patients, carers, other departments within the Trust and external bodies.
To produce correspondence, reports and clinical letters by the use of audio transcription technology (describe).
To type urgent clinical letters, including those of a sometimes distressing or emotional nature from audiotape or direct dictation as agreed.
To organise and support meetings on behalf of the Consultant and the Consultants team, taking and distributing minutes as required.
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 prioritise and process incoming correspondence and ensure that it is dealt with promptly by the appropriate member of staff.
Person Specification
Education and Qualifications
Essential
- GCSEs or equivalent
- RSA3 Typing/Word Processing or other recognised qualification or equivalent experience.
- AMSPAR qualification
Desirable
- NVQ4 in admin
- EDCL or similar It qualification.
Knowledge and Skills
Essential
- Clear handwriting, spelling, grammar & numeracy.
- Ability to use initiative and work unsupervised.
- To have a systematic and methodical approach 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 organisational skills and to prioritise/manage own workload in a demanding environment.
- Ability to meet deadlines.
- Ability to deal tactfully and sympathetically with members of the public and professionals
- Ability to take minutes and produce them for circulation.
Experience
Essential
- Previous experience of working in a busy healthcare environment.
- Previous secretarial experience and/or administrative experience.
- Computer skills Excel , Word & Power Point
- Audio Typing experience
Desirable
- Use of Digital Dictation System
Personal Qualities
Essential
- 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 see support.
Person Specification
Education and Qualifications
Essential
- GCSEs or equivalent
- RSA3 Typing/Word Processing or other recognised qualification or equivalent experience.
- AMSPAR qualification
Desirable
- NVQ4 in admin
- EDCL or similar It qualification.
Knowledge and Skills
Essential
- Clear handwriting, spelling, grammar & numeracy.
- Ability to use initiative and work unsupervised.
- To have a systematic and methodical approach 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 organisational skills and to prioritise/manage own workload in a demanding environment.
- Ability to meet deadlines.
- Ability to deal tactfully and sympathetically with members of the public and professionals
- Ability to take minutes and produce them for circulation.
Experience
Essential
- Previous experience of working in a busy healthcare environment.
- Previous secretarial experience and/or administrative experience.
- Computer skills Excel , Word & Power Point
- Audio Typing experience
Desirable
- Use of Digital Dictation System
Personal Qualities
Essential
- 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 see 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.
