Job summary
The post holder(s) will be responsible for providing a comprehensive medical secretarial service to Paediatric Consultant's team.
The medical secretary will be instrumental in the smooth running of the office and will need to work without supervision, using their initiative when dealing with enquiries that arise in the absence of the consultant, to bring about a successful outcome.
The post holder could be required to assist on the administration of the unit as necessary including minute taking as required.
The post also demands the ability to communicate at all levels with patients, relatives, medical colleagues and allied health professionals and maintain a high standard of service to meet the needs of the patient.
Main duties of the job
To provide the focal point of communication as required for medical, professional and allied medical staff, both within this Trust and with external organisations and patients, using judgement to facilitate a successful outcome for all enquiries.
Manage own workload, follow through queries and progress chase, in order to free up clinical time for consultant, so improving information and access for patients.
Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information. Patient contact by telephone is an integral part of the secretarial role, often to convey information, which could be difficult/distressing for patients to comprehend.
Implement policies for own area and keep updated.
Alert consultant/manager to any urgent/extraordinary findings.
Ensure all correspondence for the consultant and his/her team, including clinical letters, discharge summaries, medico-legal reports, minutes of committee meetings, results etc, is typed and dispatched promptly. The majority of the correspondence will be audio typing using Big Hand transcription system and electronic filing using Electronic Document systems (EVOLVE).
Deal with all telephone calls, faxes and e-mails promptly and assess any action that may be required.
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. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Job description
Job responsibilities
Act independently to sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the consultant and which may be passed directly to other areas for action and information, thus using own initiative.
Obtain case information and x-rays, as requested by consultant and team.
Assist in the organisation and management of an efficient/effective filing system, thus ensuring all office practices are up to date and fully functional.
Maintain consultant electronic diary, make appointments, plan and organise arrangements within the office for the consultant. This will necessitate the post holder being able to prioritise certain areas of the consultants time.
Ensure referrals from other consultants are dealt with in a prompt and appropriate manner.
Notify relevant staff of any changes to outpatient clinic arrangements in a timely manner.
Assist colleagues in providing a reasonable level of cover for the work of absent secretaries when necessary.
Use IPM for patient enquiries, data entry and tracking of hospital case note
Job description
Job responsibilities
Act independently to sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the consultant and which may be passed directly to other areas for action and information, thus using own initiative.
Obtain case information and x-rays, as requested by consultant and team.
Assist in the organisation and management of an efficient/effective filing system, thus ensuring all office practices are up to date and fully functional.
Maintain consultant electronic diary, make appointments, plan and organise arrangements within the office for the consultant. This will necessitate the post holder being able to prioritise certain areas of the consultants time.
Ensure referrals from other consultants are dealt with in a prompt and appropriate manner.
Notify relevant staff of any changes to outpatient clinic arrangements in a timely manner.
Assist colleagues in providing a reasonable level of cover for the work of absent secretaries when necessary.
Use IPM for patient enquiries, data entry and tracking of hospital case note
Person Specification
Qualifications
Essential
- GCSE level 3 or above in English
- GCSE level 3 or above in Mathematics
Desirable
- Typing/Administration Course
Experience
Essential
- Use of Windows packages, Word, Excel, Powerpoint, Teams
- Accurate audio typist with good speeds and excellent keyboard skills
- Office Management
Desirable
- Use of NHS systems Mediviewer, Evolve, iPM, Extramed, Bighand
- GuidanceScore Experience of minute/note taking/shorthand
- Medical secretarial experience
Knowledge
Essential
- Computer knowledge
- Awareness of issues of confidentiality
Desirable
- Medical terminology in Paediatrics
- Medical terminology in NHS
Person Specification
Qualifications
Essential
- GCSE level 3 or above in English
- GCSE level 3 or above in Mathematics
Desirable
- Typing/Administration Course
Experience
Essential
- Use of Windows packages, Word, Excel, Powerpoint, Teams
- Accurate audio typist with good speeds and excellent keyboard skills
- Office Management
Desirable
- Use of NHS systems Mediviewer, Evolve, iPM, Extramed, Bighand
- GuidanceScore Experience of minute/note taking/shorthand
- Medical secretarial experience
Knowledge
Essential
- Computer knowledge
- Awareness of issues of confidentiality
Desirable
- Medical terminology in Paediatrics
- Medical terminology in NHS
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).
