Medical Secretary - Gynaecology

Job description

Job responsibilities

Job Summary and Main responsibilities

To provide comprehensive medical secretarial and administration support, handling first line enquiries from patients, relatives and staff and coordinating waiting lists and clinics for an assigned group of clinicians.

Key Responsibilities

1. To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.

2. Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.

3. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.

4. Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.

5. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.

6. Maintaining accurate processing and storage of clinical records via both electronic systems and paper based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.

7. Managing own workload, ensuring compliance with standards relevant to the role and department, ensuring that a quality service is provided according to agreed policies and Standard Operating Procedures, referring to Manager where appropriate.

8. Ordering and maintaining office supplies and stationery, and other stock items as appropriate. This may include cash handling and the authorisation of requisitions within agreed limits.

9. Have responsibility for adhering to all relevant Trust policies, and ensuring that team members do likewise, and proposing practice changes within own area/department.

General office duties, including incoming and outgoing mail, e-mail, photocopying. Participate in housekeeping of office environment.

Person Specification

Knowledge and Experience

Essential

• Excellent knowledge of the full range of Microsoft Office Programmes (i.e. Word/Outlook/Excel/PowerPoint)
• Experience working in an NHS office environment
• Experience dealing with nonroutine issues such as problem solving, developing alternative or additional administrative procedures.
• Experience of planning and organising events e.g. MDTs and case conferences
• Experience of handling sensitive information

Qualifications

Essential

• Educated to GCSE/O Level standard/equivalent
• AMSPAR Medical Secretary Diploma
• NVQ Level 3 (or equivalent) Word Processing/Audio typing Skill

Desirable

• RSA/OCR Level II or equivalent

Key Competencies

Essential

• Advanced knowledge of specialist medical terminology and secretarial procedures, many of which are non-routine.
• Clear understanding of confidentiality and data protection issues

Desirable

• Knowledge of internal PAS system
• Understanding of Trust internal policies as appropriate

Skills and Aptitudes

Essential

• Able to use own initiative and able to work with limited supervision, managing and prioritising own workload
• Ability to accurately maintain computerised and manual filing/documentation system
• Ability to supervise and motivate secretarial support staf
• Excellent interpersonal and communication skills

Flexibility

Essential

• Flexible approach in order to meets the needs of the department

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

Walsall Healthcare NHS Trust

Address

Manor Hospital

Moat Road

Walsall

WS2 9PS

Employer's website

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