Band 3 Supporting Medical Secretary

6 days ago

Sutton Coldfield, United Kingdom Birmingham Community Healthcare NHS Foundation Trust Full time

An opportunity has arisen for a Support Medical Secretary to join our team within the Community Paediatric Service of the Children and Families Division.

Based at Sutton Cottage Hospital, 27a Birmingham Road, Sutton Coldfield B721QA. This is a 12 Month Fix Term Contract offered on a full time basis, working 37.5 hours per week.

This interesting and varied role requires the ability to work well on your own initiative whilst being committed to teamwork. This position also requires good communication skills and the ability to meet the demands of working in a busy environment.

You will be responsible for the provision of a comprehensive secretarial and administrative service in respect of Community Paediatric clinics for a team of Community Paediatric Doctors.

Duties will include audio typing, handling telephone calls, liaising closely with Doctors and Administrative colleagues and organising correspondence around clinic appointments. The typing of confidential, complex and often sensitive clinical reports is also an integral part of the role.

You will have the ability to work under pressure, prioritise your workload and to deal with confidential and sensitive issues in a professional manner.

Provision of a comprehensive secretarial and administrative service for the Community Paediatric Doctors. Typing of clinical correspondence relating to community-based clinics including the supporting the EHC Co-ordinator with EHCP’s. An understanding of Medical Terminology would be essential. General administrative duties including cover for other team members.

Working for our organisation
- Please ensure you check your Trac account regularly as this is how we will communicate with you during the shortlisting and selection process.
- Accurate transcription (either by digital dictation, audio or copy typing) of confidential correspondence, reports, notes of meetings and any other correspondence within agreed and acceptable timescales. Occasionally correspondence, by its nature, may be upsetting.
- Making and receiving telephone calls, both internally and externally, ensuring all messages are taken and relayed accurately to the appropriate member of the Team. Using own judgement to resolve problems arising.
- Daily contact with members of the Community Paediatric Team, Children in Care Team and the Central Booking Service liaising as appropriate and ensuring accurate information is passed on to the relevant service. Acting as a link between the Team and parents/carers by telephone /face to face, ensuring confidentiality is maintained at all times.
- To liaise with patients to book and amend appointments for clinics not booked by the Central Booking Service.
- Prioritise, plan and organise daily workload, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed and acceptable timescales and Standard Operating Procedures. Ensuring the Admin and Support Services Manager is informed of any changes in the working pattern.
- Ensure incoming mail is opened on a daily basis, date stamped and distributed/acted on in a timely manner. Ensure all urgent matters are redirected appropriately and promptly.
- Assist in implementing secretarial and administrative policies relevant to the Secretarial Team.
- Arrange meetings, both internally/externally, assisting in the preparation of handouts/presentations as requested.
- Prompt assistance in resolving complaints and concerns from parents/carers. Where this is not feasible, to ensure the Admin and Support Services Manager is made aware of any issues in order that these can be dealt with and escalated as appropriate.
- Effective maintenance and upkeep of patient case notes, to be kept in good order at all times, checking to see if child already has a current set of casenotes and creating new files as necessary. Accurate and timely filing of patient correspondence and results at all times.
- Photocopying, filing, faxing and general administrative and clerical duties. Participation, as appropriate, in the replenishment of stationery within the admin area.
- Appropriate disposal and shredding of confidential papers.
- To liaise with the Central Booking Service in relation to any clinic changes that may occur, following local procedures.
- To monitor and maintain stationery stock levels.
- To follow the relevant processes in relation to the booking/typing of the Children in Care and Adoption clinics

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