Medical Secretary

Gloucestershire Hospitals NHS Foundation Trust
The post-holder will provide an efficient, confidential and professional secretarial service to a consultant and their supporting team. This will include administration and secretarial support to enable provision of patient care and specialty services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The medical secretary is responsible for:
Providing a comprehensive secretarial and administrative service to the medical staff and their supporting team.
Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians.
Ensuring all clinics are used to their full capacity and that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity.
Supporting the achievement of Trust performance by ensuring administrative standards are met e.g., typing times, test results passed to clinician and any potential 52-week breaches are escalated to the clinician, secretarial supervisor or AGM/DGM to avoid breach.
Ensuring all clinic cancellations/alterations are dealt with efficiently and in line with the Trust's 8 week annual/study leave policy.
I am delighted you are interested in a Medicine Division Medical Secretary position here at Gloucestershire Hospitals NHS Foundation Trust. We provide acute hospital services from two large district general hospitals, Cheltenham General Hospital and Gloucestershire Royal Hospital. Maternity Services are also provided at Stroud Maternity Hospital. We remain the major provider of secondary care services in the area and analysis shows that for Gloucestershire we are the leading acute healthcare provider by a significant margin.
Here at Gloucestershire Hospitals NHS Foundation Trust, our patients are at the heart of everything we do, and pivotal to this are our Secretarial and Administration Teams, whose dedication, expertise and kindness ensures that patients receive the very best care throughout their pathway through our services. Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition.
Typing detailed medical reports when necessary.
Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc.
Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity.
Deal with enquiries by letter/e-mail/telephone from patients, GPs, other hospitals, police, solicitors (via legal department), other consultants and management.
This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork.
Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.
To cover colleagues during absences/annual/sick leave as directed by the secretary supervisor. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
Undertake routine office duties including electronic note tracking, photocopying, faxing, filing of correspondence and results and maintenance of records in the absence of the band 2 clerical assistant.
Assist in the training and induction for new and existing colleagues.RSA Level three/Speed typing qualification or demonstrable experience (min 60 wpm)
NVQ level three in administration or equivalent experience appropriate years' experience in a hospital or office environment
IT experience of Microsoft Office packages
IT capable to ensure proficient use of hospital computer systems
Minimum 1 years' experience in a hospital or office environment
Understanding and previous experience in medical terminology
Good command and understanding of English, punctuation and grammar
Knowledge and awareness of health and safety issues, risk management, and data protection act
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.
Gloucestershire Hospitals NHS Foundation Trust
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