Senior Medical Secretary - Clinical Genetics

University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)

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Job summary

Band 4 Senior Medical Secretary

We are looking for an enthusiastic and dedicated individual to provide an effective and efficient secretarial service to join the Clinical Genetics Medical Secretarial Team at St Michael's Hospital in Bristol.

The successful candidate should ideally have a range of secretarial/PA experience and skills which are transferable to the hospital environment. They will be working in a busy department with other secretaries, and will need the ability to work independently and manage their own workload. They must be a good team player and enjoy working within a multidisciplinary team. The successful candidate should have both organisational and interpersonal skills with the ability to work well under pressure. As the successful candidate will be dealing with patients, relatives and other healthcare professionals on the phone/via email, applicants must have excellent communication skills and will be expected to have a courteous and efficient telephone manner.

The successful candidate will need to have a good working knowledge of Microsoft Office 365 software, and audio typing/dictation software.

We would welcome applications from those who meet the essential criteria as set out in the person specification, or have relevant experience.

Main duties of the job

Communication:

To act as a point of contact for queries from clinical and non-clinical staff
Liaise via telephone and email with other clinical/clerical teams to action urgent appointments where necessary and ensure that all relevant departments are notified accordingly
Act as a point of contact for patients, relatives and carers. The post holder should be polite and empathetic to the patient's needs at all times and be able to communicate effectively when dealing with difficult situations/conversations
Returning calls promptly and keeping callers updated with information in an effective and efficient way
Escalate patient queries, capacity problems and general issues to the role's line manager or relevant clinical staff as appropriate

Organising and Planning:

Checking and sorting investigation reports and passing information on to clinical team as required
Ensure the dispatch and production of all clinical correspondence is maintained by pro-actively monitoring the digital dictation and speech recognition system, and to escalate where delays are identified
Provide monthly key performance indicator information to the Line Manager and discuss with the team any appropriate actions that need to be taken

About us

University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.

Date posted

02 February 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year pro rata

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Flexible working, Home or remote working

Reference number

387-SPS-3751-LH

Job locations

St Michael's Hospital

Southwell Street

Bristol

BS2 8EG

Job description

Job responsibilities

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

Job description

Job responsibilities

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

Person Specification

Skills and Abilities

Essential

Effective and polite manner when dealing with people, both face to face and on the phone
Able to work under pressure and meet deadlines whilst maintaining a high standard of Accuracy
Ability to work effectively in a busy team, adjust to change and motivate others
Ability to work independently, managing own workload, whilst providing supervision and support to others
Confidence to handle difficult conversations with patients, relatives and carers
Ability to adapt to use new computer packages and programmes
Effective organisational skills
Good IT skills including Microsoft packages
Attention to detail
Ability to deal with non-routine issues on own initiative

Knowledge and Experience

Essential

Clerical/administrative experience/Secretarial
Understanding of specialist medical terminology
Experience of dealing with the public, both on the telephone and in person
Knowledge of NHS policies and/or procedures

Desirable

Previous NHS experience

Qualifications and Training

Essential

Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
Qualified in word processing or audio typing (or equivalent)
Business and Administration Level 3 NVQ or equivalent experience

Person Specification

Skills and Abilities

Essential

Effective and polite manner when dealing with people, both face to face and on the phone
Able to work under pressure and meet deadlines whilst maintaining a high standard of Accuracy
Ability to work effectively in a busy team, adjust to change and motivate others
Ability to work independently, managing own workload, whilst providing supervision and support to others
Confidence to handle difficult conversations with patients, relatives and carers
Ability to adapt to use new computer packages and programmes
Effective organisational skills
Good IT skills including Microsoft packages
Attention to detail
Ability to deal with non-routine issues on own initiative

Knowledge and Experience

Essential

Clerical/administrative experience/Secretarial
Understanding of specialist medical terminology
Experience of dealing with the public, both on the telephone and in person
Knowledge of NHS policies and/or procedures

Desirable

Previous NHS experience

Qualifications and Training

Essential

Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
Qualified in word processing or audio typing (or equivalent)
Business and Administration Level 3 NVQ or equivalent experience

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).

Additional information