Band 3 Support Medical Secretary

2 months ago


Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job overview**:
Our admin team looks after 20 busy consultants, each requiring a proactive secretary to manage their day to day admin, booking admissions appointments, 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 patient records and databases on Oceano and other relevant systems.

Validation of both inpatient and outpatient waiting lists.

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

Ensuring patients are managed in line with the 18wk RTT pathway, liaising with management.

Booking of beds through the use of bed booker and liaison with the relevant wards.

Management of communication with patients, relatives, wards, and other healthcare professionals across multiple sites.

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

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

Manage clinic schedules ensuring capacity is opened where necessary and clinics cancelled reduced during times of consultant absence.

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

Supporting management of the shared Trauma Secretaries inbox and distribution of Winscribe letters.

Production and completion of clinic letters, medical reports, police statements and others through Winscribe digital dictation system, ensuring work towards letter turnaround times, including distribution of letters in timely fashion and chasing clinicians.

Provide reciprocal cover for secretarial team during annual leave and sickness 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**:

- Relevant administrative experience
- 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 multi-task
- Able to work to deadlines

**Desirable**:

- Experience of working in a busy environment

**Disclosure and Barring Service Check**:



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