Band 4 Medical Secretary

2 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
The post holder will provide a comprehensive and efficient secretarial service to the Immunology and Allergy Consultants and their medical team. By personally assisting with the administrative workload, the Medical Secretary - Supervisor will enable the Consultants and their colleagues to optimise clinical commitment.

To provide a confidential medical secretarial service for Consultants and their medical team. To be responsible for the organisation of meetings, preparation of agendas and taking of minutes. To organise case conferences, seminars and travel arrangements and assume responsibility for the daily management of the medical team diary. All work to be carried out on own initiative, without direct supervision and to tight deadlines, in order to achieve Trust standard and targets.

To touch type from audio the following documents: clinical letters; results letters; discharge summaries; medical reports; Coroner's reports; police reports; scientific manuscripts and abstracts; teaching, educational and research materials. This requires an understanding of medical terminology and phraseology.

To provide day to day supervision to medical secretaries/clerical officers, allocating and monitoring work on a daily basis. Provide and be responsible for the training of medical secretary trainees.

To manage, progress and chase results of patient investigations on a daily basis and on receipt, prioritise and action according to clinical need, with guidance from the medical team.

**Main duties, tasks & skills required**:

- To provide a complete confidential general and medical secretarial service for the Consultants and their medical team. To be responsible for the organisation of meetings, preparation of agendas and taking of minutes. To organise case conferences, seminars and travel arrangements and assume responsibility for the daily management of the medical team diary. All work to be carried out on own initiative, without direct supervision and to tight deadlines, in order to achieve Trust standard and targets
- Provide and be responsible for the training of medical secretary trainees
- To develop and maintain an efficient filing system on behalf of the Consultant(s) and their team to include correspondence, reports, complaints, research and results.
- To be responsible for informing the relevant individuals (i.e. Clinical Director, Leave Co-ordinator, Consultant or Medical Personnel) of any Consultant or member of the medical team's leave, in order to enable effective rescheduling of clinic sessions in a timely manner, adhering to Trust Guidelines and Policies
- Provide excellent telephone skills. Accurately record telephone messages and other enquiries and refer as appropriate
- Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively
- Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services

**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/Cust

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