Childrens Medical Secretary

3 weeks ago

Norwich, United Kingdom Norfolk Community Health and Care NHS Trust Full time

We have an exciting job opportunity for a individual to join our PaediatricMedical Secretarial Team. The job is to provide comprehensive and pro-active secretarial and administrative support to our Community Paediatricians and ADHD Nursing Team ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard, contributing to the smooth running of these Services and overall effectiveness.

The Medical Secretarial role is to carry out and prioritise a variety of administrative and clerical duties which will include:

- Audio-typing to produce, maintain and distribute documents which may include regularly dealing with matters of a complex and/or distressing nature
- Understanding a range of procedures and practices
- To communicate with patients and colleagues at an appropriate level providing clear information and guidance

It is essential the successful applicant does have proven medical secretary experience, has the ability to type to a high standard, has good organisational skills and is able to work on own initiative.

Please see job description for a more comprehensive list of duties
- Good benefits package including a minimum 27 days annual leave, plus Bank Holidays which increases after 5 years and 10 years to a maximum of 33
- Opportunity to join the NHS pension scheme
- Flexible working options
- Wellbeing support (gyms, free eyesight test, cycle to work scheme, Wellbeing resources)
- Supportive, positive culture, with regular supervisions
- NHS discounts

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:

- Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature
- Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience
- Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner
- Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner
- Researching appropriate websites, downloading and circulating documents, as requested

To undertake Medical Secretarial duties, receiving and processing telephone calls, including safeguarding referrals, which may be urgentand/or challenging, liaising with health professionals to correctly process the referrals.

To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patient’s fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.

To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels.

Inputting onto various databases and systems, e.g. SystmOne, within the required timescales and deadlines.

To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.

To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. To monitor and report sickness absence and annual leave.

To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.

Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites.

It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

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