Pain Management Medical Secretary

2 weeks ago

Swindon, Swindon, United Kingdom Great Western Hospitals NHS Foundation Trust Full time

previous applicant need not apply


We are looking for a dynamic enthusiastic, reliable and committed individual to join the pain management Service as a full time Band 3 Medical secretary; to deliver a timely, effective and responsive service to the public and the Trust.


This role is pivotal to the efficient running of Pain Management, providing administration of clinics, dealing with referrals and patient enquires, typing clinical correspondence and supporting the doctors and nurses with administrative tasks.

The pain secretary also organises patient support programmes, attends and takes Minutes of meetings, and supports colleagues in the wider anaesthetics/theatre admin team.

You will have previous secretarial experience, preferably in a medical/healthcare setting.

You must be able to develop good working relationships with a range of administrative, clinical and managerial staff, and have first class keyboard, audio typing, administrative and organisational skills.

The Pain Management Service supports both in and out
- patients, and has a busy programme of clinics and services. A working knowledge of a clinical speciality in a hospital setting will be an advantage. Full training will be given as required. Confidence with IT systems is vita, as is a positive, resourceful attitude with a proven capability to achieve results.

This is a full time position working Monday to Friday, from 9.00am - 5.00pm

  • Receiving, processing and monitoring referrals to the Pain Service from e-Referral Service and
internally, liaising with Booking Centre and Outpatients to ensure referrals are handling according to timescales. Assessing whether a new or follow up appointments is required and referring to the
consultant for assessment/action.

  • Producing and printing clinic lists prior to the day and ensuring relevant documentation is available to the consultant at the time of the patient's appointment. Informing booking centre and Osprey Unit of empty slots.
  • Checking that follow up appointments have been booked when mentioned in clinic correspondence; arranging an appointment if this has been omitted.
  • Dealing with telephone/written queries from patients in reference to their clinic attendance, providing general non-clinical advice, including patient complaints ensuring these are dealt with by the appropriate department.
  • Informing relevant departments in good time of likely clinic cancellations or changes to appointments due to illness or leave and to fill in appropriate.
  • Typing letters and memos to GPs, consultants, other hospitals, patients and other relevant parties as dictated following outpatient clinic appointments, inpatient stays or in response to queries from others, to a high standard and accurately presented, meeting the turnaround target as per Trust policy.
Our STAR values are at the heart of everything we do. You can expect to see them in the way we act and
the way we treat each other. Our values make us who we are.

Service We will put our patients first
Teamwork We will work together
Ambition We will aspire to provide the best service
Respect We will act with integrity

  • Using Medway electronic tracking to scan patient case notes into and out of the department. Search for missing notes when required for a patient visit or consultant query; collecting notes from Health Records if required at short notice. Returning notes to health records in a timely manner. Tracking notes out if taken for use by another department, marking for return to self if required and using Medway case note tracking system.
Full duties can be found on the attached JD.

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