Medical Secretary for Care of The Elderly

3 weeks ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

Permanent position, 30 hours a week

The post-holder will provide an efficient, confidential and professional secretarial service to the Stroke & Care of the Elderly clinical teams. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high quality service for patients and clinicians. The post-holder will be expected to work as part of an Administrative Support Team and will report to the Secretary Supervisor.

The post holder will manage consultants correspondence, dealing with telephone calls/ typing letters with a potentially distressing or emotional content, audio typing, minute taking for departmental meetings, moving and handling of patient notes daily which are often heavy (10-15kg+), handling patient queries, and liaising with other healthcare professionals in order to support the delivery of Trust activity targets and deliver safe patient care. Computer literate in all Microsoft packages is essential. Ability to multi-task. This is a responsible role, and you will be expected to use your own initiative, make independent decisions and deal sensitively with patients, their relatives and the wider healthcare team.

Knowledge of Trackcare/Infoflex/Digi/PACs

Working as a team player is an integral part of the job role therefore good communication skills are key.

We are a very busy department and we require an energetic, enthusiastic and well organised individual to join our team as a Medical Secretary.

If you like to be kept busy, enjoy variety and have a good eye for detail whilst working under pressure then you could be the person we are looking for.

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.

KEY RESULT AREAS

Whilst the organisation and structure within specialties/ divisions may vary the specific remit of this role will include:
Referrals, Booking and Clinic Prep
- Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence
- Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity
- Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate
- Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner
- Booking translation services for patients when needed

Transcription
- Typing correspondence to patients, GP’s, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Secretary Supervisor using digital dictation or proof reading and actioning correspondence dictated by the Consultants via speech recognition (Dragon)
- Typing detailed medical reports for legal use when necessary
- Ensuring DVLA forms are completed and sent as appropriate
- Take and transcribe minutes as appropriate
- To delegate tasks as appropriate to the band 2 Clerical Assistant

Outcomes and Results
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations etc.

Admissions/Procedures
- Organisation of procedures in negotiation with the clinical staff and patients as requested by the Secretary Supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork.
- Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner

Specialty Specific Support
- Regularly informing the Secretary Supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.
- Supporting consultant staff by assisting with the production/transcription of medical staffing paperwork, such as references etc.
- Supporting consultant staff with their additional responsibil

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