Audio Typist/ Medical Secretary

Job Details

Job Title: Medical Secretary

Division

Surgical

Department:
Operations

Responsible and accountable to:
Service Manager

**Salary**:
up to 26k negotiable depending on experience

**Location**:
Manchester
Job Purpose
The post-holder will provide an efficient, confidential, and professional secretarial service to the specialty teams. This will include administration and secretarial support to enable provision of patient care and speciality 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 post-holder will be expected to work as part of an Administrative Support Team and will report to the Service Manager.
- Audio typing of patient correspondence
- Management of the patient waiting list
- Clinic management
- Results tracking
- Theatre listing

Dimensions
No budgetary responsibility.
Knowledge, Skills, Experience and Aptitude Required
- NVQ level three in administration or equivalent experience minimum 1 years’ experience in a hospital or an office environment
- RSA up to level three or able to demonstrate equivalent skill (proficient and accurate Audio typing skills (minimum 60 wpm)
- IT experience of Microsoft Office packages
- IT capable to ensure proficient use of hospital computer systems
- An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
- Proven organisational skills with the ability to prioritise workload and to work to deadlines
- Good written and verbal communication skills with a good command and understanding of English, punctuation, and grammar
- Good interpersonal skills for dealing with people internal and external to the organisation
- Ability to work flexibly within a team
- Ability to work quickly and accurately
- Ability to use own judgement and initiative as appropriate

Key Result Areas
Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:
**Transcriptions services as required by the company**
- Typing correspondence to patients, GPs, medical staff, and any other required addressee following clinical attendance or other patient contacts as directed by the Service Manager.
- Typing detailed medical reports for legal use when necessary
- To delegate simple typing and administration tasks as appropriate to the Medical Administrator

**Outcomes and Results**
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and acting e.g., Results, booking investigations, transcription, etc

**Specialty Specific Support**
- Regularly informing the Service Manager about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Diary management, including making appointments, booking meeting dates and venues, organising, and distributing paperwork as required by the clinical team.
- Supporting consultant staff by assisting with the production/transcription of medical staffing paperwork, such as references etc.
- Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.
- Liaising with external organisations for the benefit and progress of patient care, such as host facility, other hospitals, etc

**Service Improvement**
- Using speciality databases for recording patient tracking, information/clinic activity for operational purposes, as well as sending out any associated paperwork. Supporting service improvements by developing new ways of working alongside the team.
- 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 Service Manager to respond or escalate appropriately.

**Team-working**
- To work as part of an administrative support team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient, and safe standards
- To cover colleagues during absences/annual/sick leave as directed by the Service Manager. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
- Undertaking routine office duties including electronic note tracking, photocopying, faxing, and filing of correspondence and results and maintenance of records in collaboration with the team.
- Assist in the training and induction for new and existing colleagues
- Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate
- Liaise with relevant team members to