Medical Secretary

Job description

Job responsibilities

To receive sort and prioritise daily correspondence.

To undertake appropriate action arising from the correspondence and ensure that it is prioritised appropriately.

To take telephone enquires and calls, take action where required and prioritise urgent calls contacting Team members where necessary.

To establish and maintain comprehensive, efficient and accurate paper and electronic filing systems as required.

Ordering and maintaining office stock levels when required.

To undertake photocopying, faxing and filing.

Manage the Consultants diaries and leave requests, including outlook diaries.

Arrange practicalities for attending external meetings (NHS and attendance at society meetings).

Take and write up minutes, book rooms etc. for regular and ad hoc meetings.

Manage CPD & appraisal folders.

Provide administrative assistance to the Laboratory Manager, Lead BMS and other laboratory staff.

Assist in maintaining the annual leave and sickness records for the laboratory.

Arrange appointments and meetings as required.

To produce from copy or audio, letters, reports, notices, plans, projects, policies, and scientific papers by means of word processing.

When required to take and prepare minutes of meetings.

To collect data for projects for computer systems and collate this in Excel and graph format

Manage patient databases or registries as required.

To produce power point presentations from drafted slides.

Prepare internal reports (word processing and formatting according to Trust policy).

Assist with the organisation of conferences and Study days.

Type and prepare research papers and reports for publication according to journal requirements

Acquire papers from the medical library/internet.

To maintain the highest degree of accuracy and confidentiality and act within the boundaries of the Data Protection Act

To observe Trust rules regarding Health and Safety

o Perform other general admin duties as directed by the Laboratory Manager / Consultant Microbiologists.

Participate in the Trust Appraisal procedures

Person Specification

Education/Training/Qualifications

Essential

• Educated to GCSE level or equivalent.

Desirable

• Educated to GCSE level or equivalent. GCSE Mathematics & English (C or above).
• NVQ Level 3 in administration or equivalent experience.
• Audio typing skills to RSA stage 3 standard

Work Experience

Essential

• Experience of working in an administrative / clerical role.

Desirable

• Experience of working in a health care setting as a medical secretary.

Knowledge/Skills/Abilities

Essential

• Excellent organisational and prioritisation skills.
• Proficient IT with sound knowledge of Microsoft software.

Desirable

• Understanding of Medical Terminology.

Personal Qualities/Special Circumstances

Essential

• Excellent communicator with effective interpersonal and communication skills
• Team player with ability to work with a degree of autonomy and work to tight timescales.
• Able to work under pressure and deal with situations of a sensitive nature.

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.

Certificate of Sponsorship

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).

Employer details

Employer name

North Bristol NHS Trust

Address

Southmead Hospital

Southmead Road

Bristol

BS10 5NB

Employer's website

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