Job summary
We are looking for a part-time experienced medical secretary to join our Neonatology team based at Southmead Hospital.
We are looking for a motivated, team-orientated, patient-focused individual with excellent communication and computer skills, to provide secretarial support to a team of Consultant Neonatologists.
Main duties of the job
To provide efficient, high quality and comprehensive administration and clerical support to the Consultant Neonatologists.
To work in a team based secretarial service providing support for each other and ensuring continuity of the service.
To act as a point of liaison between parents/carers (patients), GPs, other staff, and outside agencies where required.
Administration duties including filing, opening post, typing letters, updating electronic records, taking telephone messages, and contacting parents/carers via telephone.
To support other members of the administration team across the department where necessary.
Supervision of Band 2 and Band 3 staff within the secretarial team.
About us
The Neonatal Intensive Care Unit at Southmead Hospital provides care for premature and unwell babies, both as inpatients and outpatients. We promote a team approach, where all staff are motivated, supported, educated, knowledgeable and passionate about neonates and their families.
Job description
Job responsibilities
- To provide secretarial support for the efficient operation of the department, including audio typing clinics and reports.
- To process referrals in a timely manner.
- Diary management for the Consultants
- To act as a contact point, liaising between patients, medical and nursing staff and other internal and external organisations taking clear and concise messages when required, using personal judgement and sensitivity to resolve as necessary
- To receive, sort and prioritise daily correspondence for clinicians as required, resolving as appropriate and ensuring all clinical reports/requests are brought to the attention of the relevant clinician to enable appropriate action to be taken
- To receive and act upon telephone calls and face to face enquiries from patients, relatives and staff giving advice and information in a prompt, helpful and professional manner, handling conversations with sensitivity and confidentiality.
- Accurately maintain waiting lists, set up clinics and book appointments.
- To be responsible for the tracking of all medical records and x-rays to and from the department and to ensure that they are kept in a tidy order when they are in the department
- Able to use (or be prepared to learn) the in-house Patient Administration System and other hospital IT systems ensuring that the department functions within the Trusts standards for the integrity of data collection
- To work closely with senior colleagues within the team to ensure effective secretarial support and cover
- Work together as an effective team worker, providing cover for colleagues in times of absence / annual leave as requested by line manager
- Undertake photocopying, filing and other general administration duties such as monitoring stationary supplies to ensure the efficient running of the office
- Willingness to support and assist junior members of the team and others across the neonatology department as required, including assisting in the training of new starters
- Willingness to undertake further training and development
- Promote and uphold excellent standards in customer service
- Take/distribute minutes when required.
- The post holder will be expected to make changes in own work practices in accordance with service needs and demands and offer suggestions for improving services
- Such other reasonable duties, appropriate to a Band 4, as agreed with the line manager from time to time
Job description
Job responsibilities
- To provide secretarial support for the efficient operation of the department, including audio typing clinics and reports.
- To process referrals in a timely manner.
- Diary management for the Consultants
- To act as a contact point, liaising between patients, medical and nursing staff and other internal and external organisations taking clear and concise messages when required, using personal judgement and sensitivity to resolve as necessary
- To receive, sort and prioritise daily correspondence for clinicians as required, resolving as appropriate and ensuring all clinical reports/requests are brought to the attention of the relevant clinician to enable appropriate action to be taken
- To receive and act upon telephone calls and face to face enquiries from patients, relatives and staff giving advice and information in a prompt, helpful and professional manner, handling conversations with sensitivity and confidentiality.
- Accurately maintain waiting lists, set up clinics and book appointments.
- To be responsible for the tracking of all medical records and x-rays to and from the department and to ensure that they are kept in a tidy order when they are in the department
- Able to use (or be prepared to learn) the in-house Patient Administration System and other hospital IT systems ensuring that the department functions within the Trusts standards for the integrity of data collection
- To work closely with senior colleagues within the team to ensure effective secretarial support and cover
- Work together as an effective team worker, providing cover for colleagues in times of absence / annual leave as requested by line manager
- Undertake photocopying, filing and other general administration duties such as monitoring stationary supplies to ensure the efficient running of the office
- Willingness to support and assist junior members of the team and others across the neonatology department as required, including assisting in the training of new starters
- Willingness to undertake further training and development
- Promote and uphold excellent standards in customer service
- Take/distribute minutes when required.
- The post holder will be expected to make changes in own work practices in accordance with service needs and demands and offer suggestions for improving services
- Such other reasonable duties, appropriate to a Band 4, as agreed with the line manager from time to time
Person Specification
Education/Training/Qualifications
Essential
- Good general education including GCSEs to Grade C or above in Maths and English (or equivalent)
- Advanced Computer Skills (Microsoft Office and audio typing)
Desirable
- RSA 3 Standard or equivalent
- Patient Administration System (PAS) Training
Work Experience
Essential
- Previous secretarial experience
- Experience of working under pressure
- Experience of working as part of a team in a multi-disciplinary environment
- Experience of working in the NHS or similar organisation
Desirable
- Experience of taking minutes
- Experience of supervising a team
Knowledge/Skills/Abilities
Essential
- Excellent written/verbal communication skills
- Excellent customer skills
- Ability to work using own initiative
- Ability to work under pressure within a stressful environment
- Ability to prioritise own workload, work to tight deadlines and escalate appropriately when necessary
- Ability to exercise judgement and take responsibility for actions
- Ability to promote good working relationships across a multi-disciplinary team
- Willingness and ability to learn new IT skills
Personal Qualities/Special Circumstances
Essential
- Confident and empathetic when dealing with patients
- Ability to remain calm and professional when working under pressure
- Attention to detail and an organised approach work
Person Specification
Education/Training/Qualifications
Essential
- Good general education including GCSEs to Grade C or above in Maths and English (or equivalent)
- Advanced Computer Skills (Microsoft Office and audio typing)
Desirable
- RSA 3 Standard or equivalent
- Patient Administration System (PAS) Training
Work Experience
Essential
- Previous secretarial experience
- Experience of working under pressure
- Experience of working as part of a team in a multi-disciplinary environment
- Experience of working in the NHS or similar organisation
Desirable
- Experience of taking minutes
- Experience of supervising a team
Knowledge/Skills/Abilities
Essential
- Excellent written/verbal communication skills
- Excellent customer skills
- Ability to work using own initiative
- Ability to work under pressure within a stressful environment
- Ability to prioritise own workload, work to tight deadlines and escalate appropriately when necessary
- Ability to exercise judgement and take responsibility for actions
- Ability to promote good working relationships across a multi-disciplinary team
- Willingness and ability to learn new IT skills
Personal Qualities/Special Circumstances
Essential
- Confident and empathetic when dealing with patients
- Ability to remain calm and professional when working under pressure
- Attention to detail and an organised approach work
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).
