Band 3 Medical Secretary

3 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
An exciting opportunity has arisen within the liver unit at the QEHB for a medical secretary to join

the team in a full time permanent position with primary responsibility for providing support to the Hepatobiliary and Pancreatic Specialist Team. The Liver and Hepatobiliary Unit is the largest

specialist Liver Unit in Europe. Liver Unit activity includes management of patients with acute and

chronic liver diseases including those who will undergo liver transplantation and HPB cancers. The

unit has busy inpatient and outpatient activity. The hepatology team work together with HPB

surgical colleagues, providing the largest liver transplant program in the UK. The Liver Unit provides

tertiary and quaternary liver services for much of central England with a catchment of

approximately 15 million people. The liver unit is a large organisation which requires successful

applicants to be versatile and flexible in order to adapt to the needs of a very busy service

**Main duties, tasks & skills required**:
To touch type from audio and/or copy type from written documentation, this requires an understanding of medical terminology, phraseology and medications. Some documents may be of a complex or distressing nature
Arranging patients' appointments as required under direction of the Medical Secretary Supervisor
Arranging for patients to be seen for theatre/day case admissions when required and directed by the Medical Secretary Supervisor
Ensure that clinic letters and discharge summaries are sent out in accordance with the locally agreed time limits
Receiving and dealing with telephone enquiries as appropriate
To maintain the Consultant's diaries as required
Input and look up patient data on Trust IT systems in accordance with Trust policy
To ensure Consultant's post is opened daily and dealt with accordingly
Arrange meetings and appointments as necessary
To assist colleagues as directed by the Medical Secretary Supervisor in times of pressure of work
Obtaining and receiving hospital notes from medical records department using the case note tracking system
Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department
Photocopying, scanning letters and documents as required

**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**:
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 a difficult situation
- Attend admin team/departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

Analytic and Judgemental Skills/Freedom to Act:

- Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision
- Ability to recognise situations that should be referred onto the Supervisor and take prompt and appropriate 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 ac

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