Band 4 Medical Secretary Supervisor

4 months ago

Solihull, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
ARE YOU AN AWESOME... experienced medical secretary then we WANT YOU

The role will be working in the colorectal department at HGS. You will be working for Mr Karandikar and Mr McArthur who are both friendly and approachable surgeons and lovely to work for. The role can be based on any HGS site and will consider some home working, this can be discussed at interview stage.

**Main duties, tasks & skills required**:
You will be working for two surgeons, Mr Karandikar and Mr McArthur and a registrar who are based at Solihull but do work across site. They require someone who is hardworking, methodical, good at audio typing, good communication skills, approachable and friendly and will work alongside them.

The role itself consists of audio typing of clinics and general admin. This is done via dragon dictation system. So you will need to be an excellent audio typist.

Other duties consist of diary management, clinic cancellations and setting up of extra clinics. Monitoring results and providing the consultants with weekly results lists to report on. Looking at rotas and reorganising clinics due to ward weeks, on call, annual and study leave.

Good communication skills are needed as the phones are very busy. You will need to be part of a team where you will be required to cover other secretaries phones when on leave, this is done with a buddy system.

Team working is a big part of this role. Everyone pitches in and helps each other out and this is how we want to continue within this department as it works very well. The role will require someone to work Monday to Friday. I am happy to discuss home working at interview stage. You will be required to go to Solihull one day a week to catch up with the team.

**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 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

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