Band 3 Support Secretary

3 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
To provide secretarial support to Consultants and their teams with particular responsibility for audio typing clinic letters, discharge summaries, general copy typing correspondence, minutes and reports. To provide administrative support to the department/Clinical Team.

The post holder will provide an empathic and sensitive point of contact for patients/relatives and carers, undertaking work under the direction of the Team Leader Medical Secretary.

**Main duties, tasks & skills required**:
To touch type from audio and/or copy type from written documentation the following documents: clinic letters; results letters; discharge summaries; medical reports and reports in response to complaints. 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
- To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries of a clinical and non-clinical nature
- 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 & receiving hospital notes from Medical records Department as required using the case note tracking system

For a full list of main duties please refer to the job description.

**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 specific detailed job description for this vacancy, please see attached Job Description*

**Person specification**:
**Qualifications**:
**Essential**:
Good General Education (e.g. GCSE English and Maths A-C) GCSE Level 9-4

Business Administration NVQ level 3 or equivalent experience in a clerical environment

**Desirable**:
AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology

**Experience**:
**Essential**:
Experience of dealing with the public/customer service experience
Experience of working with a range of Microsoft Office packages
Experience of using IT systems

**Desirable**:
Experience of working in a busy environment
Experience of working in a healthcare environment

**Additional Criteria**:
**Essential**:
Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
Good organisation skills and ability to multitask
Good time management skills
Ability to deal professionally with enquiries from staff
Ability to pay attention to detail where there are predictable interruptions to the work pattern
Ability to deal with stressful situations and sensitive
Work effectively and flexibly as part of a team to meet the needs of the services
Must be able to demonstrate an understanding of equality and diversity
Ability to travel to multiple sites

**Disclosure and Barring Service Check**:

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