Band 4 Medical Secretary

2 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job overview**:
Our team looks after 6 busy consultants, each requiring a proactive secretary to manage their day to day admin, booking admissions/appointments, scheduling theatre lists, liaising with patients and colleagues both internally and externally. They will 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 waiting lists on Oceano, Galaxy and other relevant systems and databases.
- Validation of both inpatient and outpatient waiting lists.
- Processing of referrals through ERHA and Choose & Book Advice and Guidance.
- Ensuring patients are dated in line with the 18wk RTT pathway.
- Liaise with patients, wards, consultants and other healthcare professionals about appointments and general queries across multiple sites.
- Chase up operation notes and discharge summaries from other hospitals sites post-surgery
- Managing and coordinate multiple clinic schedules, opening capacity, cancelling/reducing clinics during times of consultant absence.
- Managing consultant leave requests ensuring processed and submitted within required guidelines.
- Production and completion of clinic letters, medical reports, police statements and others through Winscribe digital dictation system, ensuring work towards letter turnaround times.
- Cover where required for MDT meetings taking minutes and circulating them.
- Provide reciprocal cover for secretarial team during absences.
- Track and review referrals to the Thoracic Surgery service.

**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

Experience of using IT systems

**Experience**:
**Essential**:
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)

**Additional Criteria**:
**Essential**:
Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
Ability to deal professionally with enquiries from staff, patients and visitors
Ability to pay attention to detail where there are predictable interruptions to the work pattern
Ability to deal with stressful situations and sensitive issues
Work effectively and flexibly as part of a team to meet the needs of the services
Confident in dealing with people at all levels
Must be able to demonstrate an understanding of equality and diversity
Mature open and flexible approach to work
Ability to travel to multiple sites
Demonstrates reliability, motivation and commitment

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