Medical Secretary/Administration Support

Walsall Healthcare NHS Trust provides integrated acute and community Healthcare in the West Midlands serving a population of 260,000 residents. Walsall Manor Hospital houses the full range of district general hospital services. The £170 million development was completed in 2010 and we are continually upgrading. Construction of the new integrated critical care unit was completed in 2018, extension of a Neonatal Unit and an approved plan to build a brand new, state of the art Emergency Department which commenced in 2021
We provide high quality, friendly and effective community health services from multiple sites covering Walsall. Our multidisciplinary services include rapid response and homebased care, so that those with long term conditions and the frail elderly can remain in their own homes.
We are recommended by colleagues as a place to work which is supported by the trusts values to work as part of a team, being respectful, compassionate and professional. Following our recent CQC visit the Trust was rated as outstanding for care and this has been recognised by NHS Improvement.
The work we do is highly rewarding, and in addition to an attractive salary, we offer a valuable range of benefits, including: salary sacrifice scheme; car leasing scheme; on-site staff accommodation (subject to availability); the ability to retain your NHS pension (where applicable) or the opportunity to join an alternative scheme; We would particularly welcome applications from people from a Black, Asian and Minority Ethnic background and from people with a disability; these groups are currently under-represented at senior level, we value diversity within our Trust and are working to achieve equality in our recruitment.
COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment at this time, we do encourage our staff to get vaccinated. We will be checking the vaccination status of all new starters so that we can manage individual and environmental risks, and so that we can support those who may be undecided about vaccination. If you are unvaccinated there is helpful advice and information at COVID-19 Vaccination | How to access your vaccine in the Black Country and West Birmingham (blackcountryandwestbirmccg.nhs.uk ) where you can also find out more about how to access vaccination. Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant. The Trust currently holds the Bronze Award which underlines the Trust’s commitment to supporting the Armed Forces Community. To provide comprehensive secretarial and administration support, handling first line enquiries from patients, relatives and staff and assisting with the coordination of waiting lists and clinics for an assigned group of clinicians.
To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.
To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.
We are looking to recruit someone who can provide a comprehensive service with at least 12 months senior medical secretary experience. If you feel you have the necessary qualities and skill set we would be delighted to hear from you.
To provide comprehensive secretarial and administration support. Typing of clinic letters. Handling first line enquiries from patients, relatives and staff and coordinating waiting lists and clinics for an assigned group of clinicians
Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
Provide day to day supervision/management, mentoring and support, as well as on the job training to new or junior staff as required.
Maintaining accurate processing and storage of clinical records via both electronic systems and paper based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Managing own workload, ensuring compliance with standards relevant to the role and department, ensuring that a quality service is provided according to agreed policies and Standard Operating Procedures, referring to Manager where appropriate.
Ordering and maintaining office supplies and stationery, and other stock items as appropriate. Have responsibility for adhering to all relevant Trust policies, and ensuring that team members do likewise, and proposing practice changes within own area/department
Excellent knowledge of the full range of Microsoft Office Programmes (i.e. Word/Outlook/Excel/PowerPoint)
Experience working in an NHS office environment
Experience of planning and organising events e.g. Ability to supervise and motivate secretarial support staff
Advanced knowledge of specialist medical terminology and secretarial procedures, many of which are nonroutine.
Clear understanding of confidentiality and data protection issues
Please note your application will be transferred from the NHS Jobs system to internal Walsall Healthcare Trac System. All correspondence will be sent via Trac
Following our recent CQC visit the Trust was rated as outstanding for care and this has been recognised by NHS Improvement.
** Please Note that this post may be identified as suitable and a preference given for Internal at Risk Employees**
We would particularly welcome applications from people from a Black, Asian and Minority Ethnic background and from people with a disability; these groups are currently under-represented at senior level, we value diversity within our Trust and are working to achieve equality in our recruitment.
When completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover this period. Candidates should be aware that, regardless of country of origin, their ability to communicate in written and spoken English to the standard required to carry out the post, will be assessed during the selection process.
We are committed to operating flexible working practices wherever possible and committed to equal opportunities. The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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