Band 4 Medical Secretary Supervisor

6 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
The Oncology department is seeking to recruit an enthusiastic and motivated Medical Secretary Supervisor to join our team and provide full secretarial support within the Oncology Department.

The Oncology Department is a busy and demanding department that delivers care across Heartlands, Good Hope, Solihull and The Queen Elizabeth Hospitals. This is a fantastic opportunity for a Medical Secretary who relishes a challenge and is able to work under pressure.

**Main duties, tasks & skills required**:
The post holder will provide a comprehensive and efficient secretarial service to the Consultant(s) and their medical team. By personally assisting with the administrative workload, the Medical Secretary - Supervisor will enable the Consultant(s) to optimise clinical commitment. It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times.

The post holder will provide an empathic and sensitive point of contact for patients/relatives and carers. They will be responsible for the day to day training and supervision of other medical secretaries/clerical support workers.

**About us**:
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:
Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

**Job description**:
Communication:

- Provide excellent telephone skills. Accurately record telephone messages and other enquiries and refer as appropriate
- To provide a point of contact for patients/relatives/carers, GPs and other Health Care Professionals who can be emotional and highly distressed, ensuring that any language or other communication barriers are overcome
- Provide effective communication and problem solving both face to face and via telephone
- Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with difficult situations
- Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

Analytical and Judgemental Skills/Freedom to Act:

- Ability to make decisions and take actions relating to enquiries
- Ability to recognise situations that should be referred onto the Line Manager and take prompt and appropriate action
- To sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents require urgent action and which may be passed directly to other areas for action

Planning and Organisational Skills:

- To manage and progress results of patient investigations and on receipt, prioritise and action according to clinical need, with guidance from the medical team
- Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
- Prioritise own work load to meet the needs the service user
- Arrange and prioritise meetings and case conferences as appropriate
- Arrange meetings as and when required

Policy and Service Responsibilities:

- Work collaboratively as part of an integrated team
- Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct and ensure they are adhered the across the team
- Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services

Responsibility for Financial and Physical Resources:

- Have a personal duty of care for all equipment and resources used
- Maintain stock control of stationery / clinical supplies

Responsibility for Staff:

- Day to day supervision of secretaries/clerical officer, allocating

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