Job summary
The role of the Medical Secretary is to provide a comprehensive secretarial, administration and information service to the Microbiology Department Consultants and to support the Microbiology team. The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills, audio-typing, communication and organisation skills. An ability to understand the need for and to maintain confidentiality is essential.
Full training will be provided, previous medical secretarial experience and medical terminology will be advantageous.
Main duties of the job
- Transcription and production of correspondence for the Microbiology Consultants
- Open and prioritise correspondence on behalf of the Consultants.
- Date and stamp all incoming mail, communications and reports.
- Receive, manage and prioritise telephone and personal enquiries, complaints, messages and information from GPs, Consultants, other medical staff and external organisations on behalf of Consultants.
- Undertake self-supervision and effective self-organisation in terms of:-
- Co-ordinating annual and other leave in co-operation with other secretaries and with the approval of management;
- Liaising with other secretary to ensure fair distribution of work by mutual assistance;
- Establish and maintain efficient office system, including filing systems.
- Maintain confidentiality at all times.
- Extract data from patient administration system and other relevant software programmes.
- Produce confidential letters/correspondence for Patients, GP's and Consultants.
- Contact other laboratories.
- Maintain the Consultant Microbiologists diaries as appropriate
- Arrange meetings, prepare and circulate agendas and documentation as required.
- Circulate laminated posters and information leaflets for wards etc when required
- Circulate Ward audit forms and collate information when required.
- Help with preparation of figures of quarterly and annual reports as requested.
About us
Established in 2003 East Lancashire Hospitals NHS Trust (ELHT) is a large integrated health care organisation providing high quality acute secondary healthcare for the people of East Lancashire and Blackburn with Darwen.
Our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 700,000 patients a year from the most serious of emergencies to planned operations and procedures. We employ over 8,000 staff, many of whom are internationally renowned and have won awards for their work and achievements.
This role is to join a robust Microbiology team.
Job description
Job responsibilities
The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills, audio-typing, communication and organisation skills. See attached documents for the full job description and main responsibilities.
Job description
Job responsibilities
The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills, audio-typing, communication and organisation skills. See attached documents for the full job description and main responsibilities.
Person Specification
Qualifications
Essential
- Four GCSEs including English and Math at C Grade or above or equivalent
- RSA/OCR III typing/Word-processing or equivalent level of skill
- AMSPAR qualification or equivalent
Desirable
- ECDL
- Good standard of general education
Experience
Essential
- secretarial experience or medical secretarial experience
- Working knowledge of Microsoft Word, Excel and Powerpoint
Knowledge and Skills
Essential
- Good computer skills and a good understanding of Microsoft Office and Outlook
- Good secretarial knowledge and practice (generating letters, reports, invoices and presenting documents)
- Highly organised and able to prioritise own workload, work independently and able to adapt to priority changes
- Clear and accurate written and verbal communication skills with people at all levels
- Excellent telephone manner including good listening skills
- Good attention to detail
Desirable
- Medical terminology
- Knowledge of the NHS
- Experience using trust software systems to retrieve data
Personal attributes
Essential
- Proven ability to use own initiative and work without supervision
- Proven ability to keep information confidential
- Friendly and caring manner. Able to work well in a team and be supportive to team members
Desirable
- Ability to adapt to the changing needs of the service
- Able to take on board new ideas, skills and knowledge
Person Specification
Qualifications
Essential
- Four GCSEs including English and Math at C Grade or above or equivalent
- RSA/OCR III typing/Word-processing or equivalent level of skill
- AMSPAR qualification or equivalent
Desirable
- ECDL
- Good standard of general education
Experience
Essential
- secretarial experience or medical secretarial experience
- Working knowledge of Microsoft Word, Excel and Powerpoint
Knowledge and Skills
Essential
- Good computer skills and a good understanding of Microsoft Office and Outlook
- Good secretarial knowledge and practice (generating letters, reports, invoices and presenting documents)
- Highly organised and able to prioritise own workload, work independently and able to adapt to priority changes
- Clear and accurate written and verbal communication skills with people at all levels
- Excellent telephone manner including good listening skills
- Good attention to detail
Desirable
- Medical terminology
- Knowledge of the NHS
- Experience using trust software systems to retrieve data
Personal attributes
Essential
- Proven ability to use own initiative and work without supervision
- Proven ability to keep information confidential
- Friendly and caring manner. Able to work well in a team and be supportive to team members
Desirable
- Ability to adapt to the changing needs of the service
- Able to take on board new ideas, skills and knowledge
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).
