Band 4 Medical Secretary for Trauma

3 weeks ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job overview**:
Our team looks after 20 busy consultants, each requiring a proactive secretary to manage their day to day admin, booking admissions/appointments, scheduling theatre lists, liaising with patients and colleagues both internally and externally. They must be willing to assist the consultant and department in providing the best possible care to our patients and service users in line with our trust values and mission statement.

**Main duties, tasks & skills required**:
Ensuring accurate maintenance of waiting lists on Oceano, Galaxy and other relevant systems and databases.

Validation of both inpatient and outpatient waiting lists.

Processing of referrals through ERHA and Choose & Book Advice and Guidance.

Ensuring patients are dated in line with the 18wk RTT pathway.

Ensuring necessary kit, grafts and documentation available for admission.

Booking of beds through liaison with the relevant wards.

Ensuring pre-screening appointments arranged prior to surgery and admission letters sent out promptly.

Liaise with patients, wards, consultants and other healthcare professionals about appointments and general queries across multiple sites.

Chase up operation notes and discharge summaries from other hospitals sites post-surgery

Managing clinic schedules, opening capacity, cancelling/reducing clinics during times of consultant absence.

Managing consultant leave requests ensuring processed and submitted within required guidelines.

Supporting management of the shared Trauma Secretaries inbox.

Production and completion of clinic letters, medical reports, police statements and others through Winscribe digital dictation system, ensuring work towards letter turnaround times.

Cover where required for MDT meetings taking minutes and circulating them.

Provide reciprocal cover for secretarial team during absences.

**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.

**Job description**:
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

**Person specification**:
**Qualifications**:
**Essential**:
Good General Education (eg. GCSE

English and Maths A-C) GCSE Level 9-4

Business Administration NVQ level 3 or

equivalent experience in a clerical

environment

AMSPAR Certificate/equivalent

qualification or equivalent knowledge of

medical terminology

Working knowledge of medical

terminology

**Experience**:
**Essential**:
Experience of working as a Medical

Secretary

Experience of dealing with the

Public/Customer service experience

Experience of working with a range of

Microsoft Office packages (e.g. Word,

Excel and Outlook)

Experience of using IT systems

Experience of working in Healthcare

Good Organisational skills

Able to use own initiative and deal with

the unpredictable

Able to work under pressure and to multitask

Able to work to deadlines

**Disclosure and Barring Service Check**:

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