Band 3 Medical Secretary

2 weeks ago

Birmingham, Birmingham, United Kingdom University Hospitals Birmingham Full time

Job summary:


We are looking to recruit an enthusiastic and motivated band 3 medical secretary (37.5hrs per week) on a fixed term 12 months to join our friendly secretarial team within the Endocrine Department based at the Queen Elizabeth Hospital Birmingham.

You must possess excellent organizational skills and be experienced in dealing with confidential information.

For more information, please contact:
Nadine Newey - Office Manager

Main duties, tasks & skills required:

  • To touch type from audio and/or copy type from written documentation, this requires an understanding of medical terminology, phraseology and medications. Some documents may be of a complex or distressing nature
  • Arranging patients' appointments as required under direction of the Medical Secretary Supervisor
  • Ensure that clinic letters and discharge summaries are sent out in accordance with the locally agreed time limits
  • Receiving and dealing with telephone enquiries as appropriate
  • To maintain the Consultant's diaries as required
  • Input and look up patient data on Trust IT systems in accordance with Trust policy
  • To ensure Consultant's post is opened daily and dealt with accordingly
  • Arrange meetings and appointments as necessary
  • To assist colleagues as directed by the Medical Secretary Supervisor in times of pressure of work
  • Obtaining and receiving hospital notes from medical records department using the case note tracking system
  • Cooperate in the introduction of new technology and new working practices to ensure the smooth running of the department
  • Photocopying, scanning letters and documents as required

About us:

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.


Job description:

Communication:

  • 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 a difficult situation
  • Attend admin team/departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

Analytic and Judgemental Skills/Freedom to Act:

  • Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision
  • Ability to recognise situations that should be referred onto the Supervisor and take prompt and appropriate 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 daytoday work tasks showing an ability to prioritise in order to achieve set timescales
  • Undertake work that has been prioritised by the Supervisor/ Line Manager
  • Book, monitor room bookings and arrange meetings as and when required

Policy and Service Responsibilities:

  • Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct relating to own role
  • Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services

Responsibility for Staff:

  • Participate in the induction and training of all new members of staff
Demonstrate own activi

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