Senior Medical Secretary

4 months ago

Bristol, United Kingdom North Bristol NHS Trust Full time

We are looking for a part-time experienced medical secretary to join our Neonatology team based at Southmead Hospital.

We are looking for a motivated, team-orientated, patient-focused individual with excellent communication and computer skills, to provide secretarial support to a team of Consultant Neonatologists.

To provide efficient, high quality and comprehensive administration and clerical support to the Consultant Neonatologists.

To work in a team based secretarial service providing support for each other and ensuring continuity of the service.

To act as a point of liaison between parents/carers (patients), GPs, other staff, and outside agencies where required.

Administration duties including filing, opening post, typing letters, updating electronic records, taking telephone messages, and contacting parents/carers via telephone.

To support other members of the administration team across the department where necessary.

Supervision of Band 2 and Band 3 staff within the secretarial team.

The Neonatal Intensive Care Unit at Southmead Hospital provides care for premature and unwell babies, both as inpatients and outpatients. We promote a team approach, where all staff are motivated, supported, educated, knowledgeable and passionate about neonates and their families.

To provide secretarial support for the efficient operation of the department, including audio typing clinics and reports.

To process referrals in a timely manner.

Diary management for the Consultants

To act as a contact point, liaising between patients, medical and nursing staff and other internal and external organisations taking clear and concise messages when required, using personal judgement and sensitivity to resolve as necessary

To receive, sort and prioritise daily correspondence for clinicians as required, resolving as appropriate and ensuring all clinical reports/requests are brought to the attention of the relevant clinician to enable appropriate action to be taken

To receive and act upon telephone calls and face to face enquiries from patients, relatives and staff giving advice and information in a prompt, helpful and professional manner, handling conversations with sensitivity and confidentiality.

Accurately maintain waiting lists, set up clinics and book appointments.

To be responsible for the tracking of all medical records and x-rays to and from the department and to ensure that they are kept in a tidy order when they are in the department

Able to use (or be prepared to learn) the in-house Patient Administration System and other hospital IT systems ensuring that the department functions within the Trust’s standards for the integrity of data collection

To work closely with senior colleagues within the team to ensure effective secretarial support and cover

Work together as an effective team worker, providing cover for colleagues in times of absence / annual leave as requested by line manager

Undertake photocopying, filing and other general administration duties such as monitoring stationary supplies to ensure the efficient running of the office

Willingness to support and assist junior members of the team and others across the neonatology department as required, including assisting in the training of new starters

Willingness to undertake further training and development

Promote and uphold excellent standards in customer service

Take/distribute minutes when required.

The post holder will be expected to make changes in own work practices in accordance with service needs and demands and offer suggestions for improving services

Such other reasonable duties, appropriate to a Band 4, as agreed with the line manager from time to time

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