Medical Secretary, Band 3

Job description

Job responsibilities

- Providing a comprehensive secretarial and administrative service to the medical staff and their supporting team.

- Providing cover for colleagues in their absence to maintain service levels

- Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians.

- Ensuring all clinics are used to their full capacity and that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity

- Regularly informing the secretarial supervisor about progress and flags up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.

- Managing the pathway for patients referred in under the two-week wait ensuring they are monitored to minimise/avoid breach

- Carrying out regular review and administrative validation of the clinicians return outpatient wait list

- Supporting the achievement of Trust performance by ensuring administrative standards are met e.g. typing times, test results passed to clinician and any potential 52 week breaches are escalated to the clinician, secretarial supervisor or AGM/DGM to avoid breach.

- Ensuring all clinic cancellations/alterations are dealt with efficiently and in line with the Trusts 8 week annual/study leave policy.

- Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

- Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition

- Typing detailed medical reports when necessary

- Handling DVLA forms ensuring they are completed and sent as appropriate

- Highlighting to the clinical team members any results, correspondence or patient queries that need response and acting e.g. booking investigations, transcription, etc.

- Ensuring incoming post and results is sorted, any appropriate action taken and passed to the clinician on a daily basis

- If appropriate to the role, booking follow-up appointments as requested by the clinical team, including negotiation of dates with the patient and creating correspondence

- Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity

- Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate

- Deal with enquiries by letter/e-mail/telephone from patients, GPs, other hospitals, police, solicitors (via legal department), other consultants and management

- Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork

- Monitoring the pathway for patients referred in under the two week wait to minimise/avoid breach

- Carrying out regular review and administrative validation of the clinicians return outpatient wait list

- Support the achievement of Trust performance by prospectively pulling patients through their RTT pathway to minimise delays and breach, escalating potential capacity/other issues and solutions to the clinician, secretarial supervisor or AGM/DGM.

- Ensure all clinic cancellations/alterations are dealt with efficiently and in line with the Trusts 8 week annual/study leave policy.

- Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc

- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.

- Supporting consultant staff by assisting with the production/transcription of medical staffing paperwork, such as references etc.

- Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.

- Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc

Contact Details

Jessica Jones (Secretarial Supervisor)

Jessica.Jones20@nhs.net

0300 422 6896

Please feel free to reach out should you wish to discuss the role. Always happy to discuss any questions you may have.

Person Specification

Qualifications and Training

Essential

• Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
• RSA Level three/Speed typing qualification or demonstrable experience
• NVQ level three in administration or equivalent experience. Appropriate experience in a hospital or office environment

Knowledge and Skills

Essential

• IT capable to ensure proficient use of hospital computer systems
• Personally resilient and able to manage complexity and work in an ambiguous or changing environment.
• Proven organisational skills
• Excellent presentational, communication and interpersonal skills
• IT experience of Microsoft Office packages

Experience

Essential

• Experience of working as a secretary
• Appropriate experience in a hospital or office environment

Desirable

• Understanding and previous experience in medical terminology

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.

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Gloucestershire Hospitals NHS Foundation Trust

Gloucester

GL1 3NN

Employer's website

https://www.gloshospitals.nhs.uk/ (Opens in a new tab)