Job summary
We are seeking a highly organised and motivated Medical Secretary to join our Respiratory team within the Division of Medicine at Great Western Hospital. This is a vital role supporting consultants, specialist nurses, and clinical staff to ensure the smooth running of patient services and administrative functions.
Main duties of the job
1. Audio-Typing clinic letters, referrals, reports, and other patient related documentation. Ensure that all work leaving the department is of the highest quality in terms of presentation and layout and is dispatched within agreed timescales, sent and documented appropriately.
2. File tests and loose histories regularly as appropriate, including placing on casenotes, scanning or cutting & pasting onto any indicated/necessary computer systems and or delivering to departments/health records.
3. Learn the digital dictation system and ensure that processes are followed.
4. Retrieve, log and return case notes / medical records and ensure that they are processed in accordance with Trust policy ("Case note tracking" and "Filling in Case notes") as well as scanning required documents and cutting & pasting scanned or word documents where required into Careflow, Word or other IT packages.
5. To undertake administrative (E-referral/Choose and Book), clerical duties as required.
6. To answer phones professionally, deal with queries wherever possible, record messages accurately and forward on to the appropriate individual for actioning.
7. Request appointments/clinic bookings, cancellations, and expeditions as required.
8. Maintain and update calendars/diaries, manage shared mailboxes and calendars and apply/record consultant/clinician leaves and prepare and submit expense and leave forms as required.
About us
Our STAR values - Service, Teamwork, Ambition and Respect - are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.
Job description
Job responsibilities
9. Attend any meetings, arrange meetings, record minutes and undertake general secretarial duties of all descriptions for the consultants/clinicians/department as required.
10. To provide a friendly, professional, complete and fully comprehensive administrative, secretarial and clerical service to the department including audio transcription service to the specialist nurses, doctors and/or consultants.
11. Update and maintain a working knowledge of hospital systems so that enquiries can be dealt with efficiently.
12. Distribute all incoming correspondence and ensure outgoing mail is ready for daily collection.
13. Liaise with booking teams and departments to arrange patient appointments of all types.
14. Participate in meetings and be actively involved in generating ideas for service improvement.
15. Promote a positive image of the Trust at all times.
16. Attend meetings as required.
17. Manage and record information on patient administration systems from multiple share email inboxes including replies and advice requests.
18. Other duties and responsibilities of the post will be required, flexible and will be reviewed by the Team Leader.
Job description
Job responsibilities
9. Attend any meetings, arrange meetings, record minutes and undertake general secretarial duties of all descriptions for the consultants/clinicians/department as required.
10. To provide a friendly, professional, complete and fully comprehensive administrative, secretarial and clerical service to the department including audio transcription service to the specialist nurses, doctors and/or consultants.
11. Update and maintain a working knowledge of hospital systems so that enquiries can be dealt with efficiently.
12. Distribute all incoming correspondence and ensure outgoing mail is ready for daily collection.
13. Liaise with booking teams and departments to arrange patient appointments of all types.
14. Participate in meetings and be actively involved in generating ideas for service improvement.
15. Promote a positive image of the Trust at all times.
16. Attend meetings as required.
17. Manage and record information on patient administration systems from multiple share email inboxes including replies and advice requests.
18. Other duties and responsibilities of the post will be required, flexible and will be reviewed by the Team Leader.
Person Specification
Qualifications
Essential
- Educated to a minimum of 5 GCSE's (or equivalent) with GCSE of Grade C/4+ above or above inc both Maths and English essential
- RSA II/II or equivalent demonstrable experience in typing/Audiotyping (i.e. speed over 60wpm)
- Demonstrable working knowledge of Microsoft packages including Outlook, Word and Excel
Desirable
- Certificate in Medical Terminology
- European Computer Driving Licence
- Secretarial qualification
- Willingness to actively seek personal development and training
Experience
Essential
- Maintenance of computerised files
- Running and organising outlook diary/calendar systems
- Previous experience in a fast paced office environment
- Experience dealing with members of the public
- Experience using database systems
Desirable
- Knowledge of security and dealing with confidential issues in relation to handling personal information
- Knowledge of medical terminology and working in a healthcare environment
Person Specification
Qualifications
Essential
- Educated to a minimum of 5 GCSE's (or equivalent) with GCSE of Grade C/4+ above or above inc both Maths and English essential
- RSA II/II or equivalent demonstrable experience in typing/Audiotyping (i.e. speed over 60wpm)
- Demonstrable working knowledge of Microsoft packages including Outlook, Word and Excel
Desirable
- Certificate in Medical Terminology
- European Computer Driving Licence
- Secretarial qualification
- Willingness to actively seek personal development and training
Experience
Essential
- Maintenance of computerised files
- Running and organising outlook diary/calendar systems
- Previous experience in a fast paced office environment
- Experience dealing with members of the public
- Experience using database systems
Desirable
- Knowledge of security and dealing with confidential issues in relation to handling personal information
- Knowledge of medical terminology and working in a healthcare environment
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).
