Job summary
***previous applicants need not apply***
We are very pleased to be recruiting for a Radiology Medical Secretary Band 3 within the Division of Medicine.
We are looking for experienced, ambitious and proactive individuals who are looking to expend their skillset and develop their experience within a supportive and fast paced operational environment where no two days are the same.
This role presents an excellent opportunity for individuals to gain valuable experience within a critical diagnostic specialty which directly contributes to the ongoing service we provide to our patients.
Main duties of the job
To provide a full and comprehensive secretarial service as part of the secretariat team in the Radiology Department, whilst managing your own designated workload and working to target. Accurate and prompt input of Radiology reports into the dedicated system is of paramount importance. The post holder will also undertake the role of personal secretary to named Radiologists, maintaining diaries, arranging conferences, study days, managing images in folders for MDT meetings, organising meetings and assisting with audits. Excellent communication skills are essential.
About us
GWH is a hospital that is on the up. There has been significant investment and development in the Trust, with work recently starting in the construction of a Radiotherapy Centre, which means that patients will no longer need to travel to Oxford for treatment. This represents a huge milestone for the Trust and, more importantly, improving levels of care for our patients. Additionally, we have been successful in securing £15m to improve urgent and emergency care at GWH by replacing the current Urgent Care Centre with a new Urgent Treatment Centre. This is in addition to our successful bid for £30m to expand and improve services as part of our Way Forward Programme.
The Radiology Department have also recently been successful in a bid to secure funding to increase the workforce within the department in order to continue to offer a fast and effective service to our patients.
Job description
Job responsibilities
- A sound knowledge of medical terminology is required, as well as the ability to deal with complex phraseology and periods of sustained concentration is required. The post necessitates sitting at a PC for a substantial proportion of your time, and is subject to workplace assessment as defined by Health & Safety.
- To take responsibility for verifying routine reports for general access dictated by radiologists and/or sonographers within agreed protocols. Using your own judgement to edit grammatical errors where appropriate, or referring back to clinicians to clarify the content of the report.
- Using CRIS (Computerised Radiology Information System) & Careflow to assist in queries and general enquiries.
- Emailing or phoning through urgent reports to GP practices and medical secretaries as instructed by the Radiologist, adhering to the Special Attention Policy.
- Typing reports and arranging printing of CD/DVD for private patients when required.
- Dealing with queries from private patients; liaising with private secretaries and hospitals. To process invoices and record on department spreadsheets, ensuring timely delivery of invoices to Shalbourne Unit for efficient payments.
- To produce and manage a database for imaging tests and procedures which are invoiced to external referrers
- Sending and receiving images via secure IEP link.
- Burning of images on DVDs
- Preparing claim forms for consultant study leave expenses and submitting to the General Manager for Imaging.
- Providing a general secretarial support for radiologists, accurate message taking, setting up filing systems, and dealing with both clinical and non-clinical correspondence. Special attention must be paid to their diaries and work schedules.
- Assisting Radiologists with any documents, paperwork or research needed for pending appointments and keeping them aware of progress and dates.
- Assimilating details of all planned Radiologist absences and preparing rota for Radiologists on-call. Assuring this is distributed to all relevant personnel and that all users are up-dated with amendments.
- Liaise with the Bristol Training Scheme to facilitate appointment of specialist registrars to Radiology. This involves communicating appointments throughout the department arranging computer access and parking permit, timetables, informing switchboard and liaising with accommodation department if necessary.
- Prepare agenda and arrange meetings, taking of minutes for departmental meetings and transcribing in an agreed timescale
- Covering transcription of urgent reports for other secretaries during their absence to ensure that targets are met.
- Transfer patient files into the server meeting folders in preparation for MDT Meetings for Consultant Radiologists.
- To complete electronic sweeps to capture all un-reported images on system, highlighting to and ensuring prompt reporting by Radiologist.
- Collect and distribute post
- Communicate by electronic letter to referrer of any rejected examination
- Training of new staff
Job description
Job responsibilities
- A sound knowledge of medical terminology is required, as well as the ability to deal with complex phraseology and periods of sustained concentration is required. The post necessitates sitting at a PC for a substantial proportion of your time, and is subject to workplace assessment as defined by Health & Safety.
- To take responsibility for verifying routine reports for general access dictated by radiologists and/or sonographers within agreed protocols. Using your own judgement to edit grammatical errors where appropriate, or referring back to clinicians to clarify the content of the report.
- Using CRIS (Computerised Radiology Information System) & Careflow to assist in queries and general enquiries.
- Emailing or phoning through urgent reports to GP practices and medical secretaries as instructed by the Radiologist, adhering to the Special Attention Policy.
- Typing reports and arranging printing of CD/DVD for private patients when required.
- Dealing with queries from private patients; liaising with private secretaries and hospitals. To process invoices and record on department spreadsheets, ensuring timely delivery of invoices to Shalbourne Unit for efficient payments.
- To produce and manage a database for imaging tests and procedures which are invoiced to external referrers
- Sending and receiving images via secure IEP link.
- Burning of images on DVDs
- Preparing claim forms for consultant study leave expenses and submitting to the General Manager for Imaging.
- Providing a general secretarial support for radiologists, accurate message taking, setting up filing systems, and dealing with both clinical and non-clinical correspondence. Special attention must be paid to their diaries and work schedules.
- Assisting Radiologists with any documents, paperwork or research needed for pending appointments and keeping them aware of progress and dates.
- Assimilating details of all planned Radiologist absences and preparing rota for Radiologists on-call. Assuring this is distributed to all relevant personnel and that all users are up-dated with amendments.
- Liaise with the Bristol Training Scheme to facilitate appointment of specialist registrars to Radiology. This involves communicating appointments throughout the department arranging computer access and parking permit, timetables, informing switchboard and liaising with accommodation department if necessary.
- Prepare agenda and arrange meetings, taking of minutes for departmental meetings and transcribing in an agreed timescale
- Covering transcription of urgent reports for other secretaries during their absence to ensure that targets are met.
- Transfer patient files into the server meeting folders in preparation for MDT Meetings for Consultant Radiologists.
- To complete electronic sweeps to capture all un-reported images on system, highlighting to and ensuring prompt reporting by Radiologist.
- Collect and distribute post
- Communicate by electronic letter to referrer of any rejected examination
- Training of new staff
Person Specification
Qualifications
Essential
- GCSE 3 level of education in English & Maths
- Willingness to undertake NHS specific IT system training including Medway and CRIS - Computerised Radiology Information System
Desirable
- ECDL qualification or other formal IT training/qualification
Experience
Essential
- Evidence of significant administrative experience
- Experience of using Microsoft Word and Excel
- Team working
Desirable
- Worked in an area specialising in health care
- Minute taking
- Organisational awareness of NHS
Skills
Essential
- Ability to prioritise workload and work without direct supervision
- Ability to act on own initiative and deal with non-routine queries
- Demonstrate computer skills in Excel and Word including accurate typing
- Able to exchange confidential, sensitive or contentious information, with an understanding of information security and confidentiality
Desirable
- Ability to use Microsoft Office applications
Person Specification
Qualifications
Essential
- GCSE 3 level of education in English & Maths
- Willingness to undertake NHS specific IT system training including Medway and CRIS - Computerised Radiology Information System
Desirable
- ECDL qualification or other formal IT training/qualification
Experience
Essential
- Evidence of significant administrative experience
- Experience of using Microsoft Word and Excel
- Team working
Desirable
- Worked in an area specialising in health care
- Minute taking
- Organisational awareness of NHS
Skills
Essential
- Ability to prioritise workload and work without direct supervision
- Ability to act on own initiative and deal with non-routine queries
- Demonstrate computer skills in Excel and Word including accurate typing
- Able to exchange confidential, sensitive or contentious information, with an understanding of information security and confidentiality
Desirable
- Ability to use Microsoft Office applications
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.
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).
Additional information
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.
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).
