Band 3 Medical Secretary

4 months ago

Solihull, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
Please join our small and friendly team based at Chelmsley Wood Primary Care Centre as a medical secretary in the Department of Podiatric (Foot) Surgery.
You will be based in a community setting and be involved in all aspects of the administration of a busy surgical department.
We want to recruit a well-motivated person with excellent communication, organisational, and administrative skills to help us deliver high quality patient care.
You may be interested to note that there is free car parking on site.

**Main duties, tasks & skills required**:
Working collaboratively as part of our administrative team.
Liaising between our patients, clinicians, and other clerical staff to deliver a high level of care.
Booking appointments, preparing clinic and theatre bookings.
Typing clinical letters and general office duties.

**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.

University Hospitals Birmingham is a Smoke-Free premises hospital.

**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 a difficult situation
- Attend admin team/departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

Analytic and Judgemental Skills/Freedom to Act:

- Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision
- Ability to recognise situations that should be referred onto the Supervisor and take prompt and appropriate 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
- Undertake work that has been prioritised by the Supervisor/ Line Manager
- Book, monitor room bookings and arrange meetings as and when required

Policy and Service Responsibilities:

- Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct relating to own role
- Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services

Responsibility for Staff:

- Participate in the induction and training of all new members of staff

Demonstrate own activities to new / less experienced staff

Responsibility for Information:

- To liaise with medical records with regard to availability of medical notes for forthcoming clinics, ensuring where possible, all results/correspondence are available for the patient's clinic appointment
- To develop and maintain an efficient individual filing system on behalf of the team to include correspondence, reports, complaints, research and results
- Be responsible for confidentiality in line with Trust policy and procedures
- Accurately input data using a variety of Trust IT systems in a timely way
- Prepare and scan information onto the Trust IT systems
- Ensure all information held is kept up to date
- Be responsible for the quality of in

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