Ophthalmology Medical Secretary

Dorset County Hospital NHS Foundation Trust

The closing date is 08 May 2025

Job summary

To provide a comprehensive typing and administrational service to members of the team in order to assist in the achievement of departmental objectives. The post holder will work closely with the team to ensure the delivery of a high quality service. This will require the utilisation of good typing, administrative, communication and interpersonal skills.

Main duties of the job

The post holder is required to:

Communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information
Communicate with external Trusts and other departments within the Trust
Deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate
Plan and organise own time/work
Adjust clinic times as necessary
Ensure notes are ready for clinics and arrange secure transfer between hospital sites as necessary
Take minutes at meetings as requested; arrange meetings, for example, audit meetings, service meetings, training days
Type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures
Provide information and advice to patients/carers about admissions and appointments
Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times
Comment on local policies and procedures where they relate to secretarial or clerical issues
Maintain stationery stocks; demonstrate secretarial duties to new starters
Maintain and develop patient information, clerical, secretarial and record keeping systems, both paper based and electronic, in line with established Trust systems, liaising with other departments, including Medical Records and Trust Headquarters, where necessary
Participate in surveys, gather information and assist with audits as required through the collection of data.

About us

Dorset County Hospital NHS Foundation Trust's purpose is to deliver compassionate and safe health care to our patients. We are the acute and specialist healthcare provider for our communities, delivering high quality care to meet our patients' expectations.

Date posted

29 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

405-25-AC192OMS-A

Job locations

Atrium Health Centre

7 Weymouth Avenue

Dorchester

DT1 1QR

Job description

Job responsibilities

The post holder is required to:

Communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information
Communicate with external Trusts and other departments within the Trust
Deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate
Plan and organise own time/work
Adjust clinic times as necessary
Ensure notes are ready for clinics and arrange secure transfer between hospital sites as necessary
Take minutes at meetings as requested; arrange meetings, for example, audit meetings, service meetings, training days
Type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures
Provide information and advice to patients/carers about admissions and appointments
Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times
Comment on local policies and procedures where they relate to secretarial or clerical issues
Maintain stationery stocks; demonstrate secretarial duties to new starters
Maintain and develop patient information, clerical, secretarial and record keeping systems, both paper based and electronic, in line with established Trust systems, liaising with other departments, including Medical Records and Trust Headquarters, where necessary
Participate in surveys, gather information and assist with audits as required through the collection of data.

Job description

Job responsibilities

The post holder is required to:

Communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information
Communicate with external Trusts and other departments within the Trust
Deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate
Plan and organise own time/work
Adjust clinic times as necessary
Ensure notes are ready for clinics and arrange secure transfer between hospital sites as necessary
Take minutes at meetings as requested; arrange meetings, for example, audit meetings, service meetings, training days
Type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures
Provide information and advice to patients/carers about admissions and appointments
Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times
Comment on local policies and procedures where they relate to secretarial or clerical issues
Maintain stationery stocks; demonstrate secretarial duties to new starters
Maintain and develop patient information, clerical, secretarial and record keeping systems, both paper based and electronic, in line with established Trust systems, liaising with other departments, including Medical Records and Trust Headquarters, where necessary
Participate in surveys, gather information and assist with audits as required through the collection of data.

Person Specification

EDUCATION, QUALIFICATIONS & TRAINING

Essential

General education to GCSE standard or equivalent, including English and Maths
RSA stage III word processing or equivalent experience

KNOWLEDGE & EXPERIENCE

Essential

Recent & relevant experience in an office environment in a clerical/admin capacity
Experience of dealing with telephone enquiries
Understanding of Confidentiality
Previous computer experience in a Windows environment

Desirable

Previous experience in a Healthcare environment

SKILLS & ABILITIES

Essential

Competent keyboard skills
Excellent communication skills
Ability to work without supervision
Ability to work as part of a team

Person Specification

EDUCATION, QUALIFICATIONS & TRAINING

Essential

General education to GCSE standard or equivalent, including English and Maths
RSA stage III word processing or equivalent experience

KNOWLEDGE & EXPERIENCE

Essential

Recent & relevant experience in an office environment in a clerical/admin capacity
Experience of dealing with telephone enquiries
Understanding of Confidentiality
Previous computer experience in a Windows environment

Desirable

Previous experience in a Healthcare environment

SKILLS & ABILITIES

Essential

Competent keyboard skills
Excellent communication skills
Ability to work without supervision
Ability to work as part of a team

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.