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Band 4 Medical Secretary Supervisor

2 months ago

Birmingham, United Kingdom University Hospitals Birmingham NHS Foundation Trust Full time
Job Summary

We are looking to recruit an enthusiastic and motivated Band 4 Medical Secretary to join our secretarial team within the Cardiology Department at Heartlands Hospital. The post requires an individual who is resilient and adaptable to work in a fast paced professional environment.

You as a successful candidate will provide secretarial support to our department working both as part of a team and on a one to one basis with your named consultant(s). You will play a pivotal role in ensuring our patients are actively monitored and supported throughout their patient pathway.

You should have good communication and organisational skills and able to use your own initiative in prioritising your workload to enable the consultant(s) to optimise their clinical commitment.

You should ideally possess AMPSAR/medical terminology qualification or demonstrate previous substantial administration experience with excellent audio-typing skills; understanding of the RTT pathway and experience of managing waiting lists. You must also be confident using MS office and other IT systems.

The post is full time (37.5 hours) working across 5 days (Monday to Friday).

Main Duties, Tasks & Skills Required

To provide efficient and effective medical secretarial support to Consultants and other medical staff, assisting in organisation of their workload.

The post holder will be expected to act on their own initiative and provide cross cover for other secretaries as necessary to facilitate an effective service.

The medical secretary will face a range of challenging tasks including acting as personal assistant to the Consultant and aiding in the coordination of the teams' workings.

About Us

For more details, please see the job description.

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:

Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;

Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

Communication

Job description

  • Provide excellent telephone skills. Accurately record telephone messages and other enquiries and refer as appropriate
  • To provide a point of contact for patients/relatives/carers, GPs and other Health Care Professionals who can be emotional and highly distressed, ensuring that any language or other communication barriers are overcome
  • Provide effective communication and problem solving both face to face and via telephone
  • Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with difficult situations
  • Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

Analytical And Judgemental Skills/Freedom To Act

  • Ability to make decisions and take actions relating to enquiries
  • Ability to recognise situations that should be referred onto the Line Manager and take prompt and appropriate action
  • To sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents require urgent action and which may be passed directly to other areas for action

Planning And Organisational Skills

  • To manage and progress results of patient investigations and on receipt, prioritise and action according to clinical need, with guidance from the medical team
  • Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
  • Prioritise own work load to meet the needs the service user
  • Arrange and prioritise meetings and case conferences as appropriate
  • Arrange meetings as and when required

Policy And Service Responsibilities

  • Work collaboratively as part of an integrated team
  • Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct and ensure they are adhered the across the team
  • Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services

Responsibility For Financial And Physical Resources

  • Have a personal duty of care for all equipment and resources used
  • Maintain stock control of stationery / clinical supplies

Responsibility For Staff

  • Day to day supervision of secretaries/clerical officer, allocating and monitoring work on a daily basis
  • Participate in the induction and training of all new members of staff
  • Demonstrate own activities to new / less experienced staff

Responsibility For Information

  • To liaise with medical records with regard to availability of medical notes for forthcoming clinics, ensuring where possible, all results/correspondence are available for the patient's clinic appointment
  • To develop and maintain an efficient individual filing system on behalf of the team to include correspondence, reports, complaints, research and results
  • Be responsible for confidentiality in line with Trust policy and procedures
  • Accurately input data/confidential data using a variety of Trust IT systems in a timely way
  • Prepare and scan information onto the Trust IT systems
  • Ensure all information held is kept up to date
  • Be responsible for the quality of information, photocopy and distribute documents as required
  • Shred and destroy confidential documentation in line with Trust policy
  • Provide information / produce basic routine reports at an appropriate level under supervision
  • Input staff information into the Electronic Staff Record adhering to confidentiality and only accessing the information required to fulfil the role /task

Person specification

Qualifications

Essential

Maths and English GCSE, A*-C/9-4

Business Administration NVQ level 3 or equivalent experience in a clerical environment

AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology

Experience

Essential

Experience of working as a Medical Secretary

Experience of dealing with the public/customer service experience

Experience of working with a range of Microsoft Office packages

Experience of using IT systems

Experience of working in a healthcare environment

Good organisational skills

Able to use own initiative and deal with the unpredictable

Able to work under pressure and to multi-task

Able to work to deadlines

Additional Criteria

Essential

Good communication / customer care skills both written and verbal demonstrating sympathy and compassion

Ability to deal professionally with enquiries from staff, patients and visitors

Understand confidentiality and apply the principles in everyday working practice

Ability to pay attention to detail where there are predictable interruptions to the work pattern

Ability to deal with stressful situations and sensitive issues

Work effectively and flexibly as part of a team to meet the needs of the services

Confident in dealing with people at all levels

Must be able to demonstrate an understanding of equality and diversity

Mature open and flexible approach to work

Ability to travel to multiple sites

Demonstrates reliability, motivation and commitment

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.