Job summary
Job Overview:
As a Band-4 Medical Secretary within the Oral and Maxillofacial (OMF) Service at Bedfordshire Hospitals NHS Foundation Trust, you will hold a pivotal role in ensuring the smooth operation of the department. The OMF Service specialises in providing comprehensive care to patients with a broad spectrum of oral and maxillofacial conditions. This job overview outlines the critical responsibilities and qualifications associated with this role.
Main duties of the job
Key Responsibilities:
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Administrative Support: Your primary role is to provide comprehensive administrative support, which can include elements of appointment scheduling. You will work with the Outpatient Booking Office to ensure that clinic appointments are efficiently organised and that the relevant clinicians are made aware of the schedule.
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Patient Liaison: Acting as the frontline point of contact for patients, your responsibilities will extend to receiving and managing enquiries.
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Medical Transcription: Precise and timely transcription of clinical notes, correspondence, and medical records is essential.
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Data Management: The meticulous maintenance of accurate and up-to-date patient records and clinical documentation is of utmost importance.
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Appointment Scheduling: The efficient management of appointment bookings is vital for optimising patient care and clinical resources. You will work closely with the Outpatient Booking Office.
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General Administrative Duties: General office support, including photocopying, faxing, filing, and managing incoming and outgoing mail, forms a part of your routine tasks.
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Team Collaboration: Collaborate with a diverse team of healthcare professionals, fellow medical secretaries, and administrative staff. Effective teamwork and communication are essential.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.
Job description
Job responsibilities
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities.
- Patient Records Management:
- Maintain and update electronic and paper patient records, ensuring meticulous attention to detail, confidentiality, and compliance with the Data Protection Act and relevant healthcare regulations.
- Appointment Scheduling:
- Coordinate and communicate with patients, healthcare professionals, and external stakeholders to schedule, reschedule, or cancel appointments as needed.
- Communication and Correspondence:
- Handle telephone enquiries and email correspondence from patients, healthcare professionals, and other stakeholders with a professional, empathetic, and efficient approach.
- Administrative Support:
- Assist with a range of administrative tasks, including photocopying, scanning, filing, and maintaining office supplies.
- Data Management:
- Ensure data accuracy and completeness in relevant computer systems, such as Mediviewer, IPM, ICE and relevant patient databases.
Job description
Job responsibilities
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities.
- Patient Records Management:
- Maintain and update electronic and paper patient records, ensuring meticulous attention to detail, confidentiality, and compliance with the Data Protection Act and relevant healthcare regulations.
- Appointment Scheduling:
- Coordinate and communicate with patients, healthcare professionals, and external stakeholders to schedule, reschedule, or cancel appointments as needed.
- Communication and Correspondence:
- Handle telephone enquiries and email correspondence from patients, healthcare professionals, and other stakeholders with a professional, empathetic, and efficient approach.
- Administrative Support:
- Assist with a range of administrative tasks, including photocopying, scanning, filing, and maintaining office supplies.
- Data Management:
- Ensure data accuracy and completeness in relevant computer systems, such as Mediviewer, IPM, ICE and relevant patient databases.
Person Specification
Qualifications
Essential
- Secretarial qualification RSA II or equivalent experience
Desirable
- OCR/RSA 2/3 or equivalent
Experience
Essential
- Fantastic knowledge of Microsoft Word and Microsoft Excel
Desirable
- Relevant secretarial experience
- Previous experience working within a surgical speciality
- Previous experience of working within the NHS.
- Use of hospital 'PiMs' and other essential specific computer programs, e.g. ICE, Mediviewer, BigHand
Knowledge
Essential
- Exceptional organisational skills, paying meticulous attention to detail.
- The ability to maintain absolute confidentiality, exercise discretion, and handle sensitive information with the utmost care and professionalism.
- Strong problem-solving skills and adaptability in a dynamic, fast-paced healthcare environment.
- Effective time management and multitasking abilities to manage competing priorities.
Personal Skills
Essential
- A steadfast commitment to patient-centred care, consistently demonstrating empathy and understanding.
- Unwavering professionalism, reliability, and a positive attitude in the workplace.
- A willingness to be a collaborative and supportive team member dedicated to upholding the highest standards of patient care.
- Ability to work to tight deadlines and prioritise work where required.
Person Specification
Qualifications
Essential
- Secretarial qualification RSA II or equivalent experience
Desirable
- OCR/RSA 2/3 or equivalent
Experience
Essential
- Fantastic knowledge of Microsoft Word and Microsoft Excel
Desirable
- Relevant secretarial experience
- Previous experience working within a surgical speciality
- Previous experience of working within the NHS.
- Use of hospital 'PiMs' and other essential specific computer programs, e.g. ICE, Mediviewer, BigHand
Knowledge
Essential
- Exceptional organisational skills, paying meticulous attention to detail.
- The ability to maintain absolute confidentiality, exercise discretion, and handle sensitive information with the utmost care and professionalism.
- Strong problem-solving skills and adaptability in a dynamic, fast-paced healthcare environment.
- Effective time management and multitasking abilities to manage competing priorities.
Personal Skills
Essential
- A steadfast commitment to patient-centred care, consistently demonstrating empathy and understanding.
- Unwavering professionalism, reliability, and a positive attitude in the workplace.
- A willingness to be a collaborative and supportive team member dedicated to upholding the highest standards of patient care.
- Ability to work to tight deadlines and prioritise work where required.
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).
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