Band 4 Medical Secretary Supervisor

4 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
You will provide a comprehensive and efficient secretarial service to the consultant and their medical team.

By personally assisting with the administrative workload, the Medical Secretary Supervisor will enable the consultant to optimise clinical commitment.

It is essential that you exercise initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times.

You will also provide an empathic and sensitive point of contact for patients/relatives and carers.

Additionally, you will be responsible for the day-to-day training and supervision of other medical secretaries/clerical support workers

**Main duties, tasks & skills required**:

- To be responsible for the organisation of meetings, preparation of agendas and taking of minutes
- To touch type from audio and / or shorthand the following documents: This requires an understanding of medical terminology, phraseology and medications
- To draft letters on behalf of the Consultants in a sympathetic but easily understandable manner
- To provide a point of contact for GPs and other Health Care Professionals and also patients/relatives/carers
- To understand the patient pathway and provide information and reassurance in a professional manner. Deal with queries and instigate appropriate action
- To organise and maintain theatre schedule adding patients to lists and ensuring patients are seen for pre-operative assessment and admission for operations and tests as appropriate

To provide day to day supervision to secretaries/clerical officers, allocating and monitoring work on a daily basis
- To manage and progress and chase results of patient investigations on a daily basis
- To assist with the collection and provision of statistical data as required by the health professionals
- To be responsible for informing the relevant individuals of any Consultant or member of the medical team's leave
- To liaise with medical records with regard to availability of medical notes for forthcoming clinics
- To handle cheques/donations and be responsible for forwarding to the appropriate Trust Fund
- To develop and maintain an efficient individual filing system on behalf of the Consultant

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

Analytical and Judgemental Skills/Freedom to Act:

- Ability to make decisions and take actions relating to enquiries
- Ability to recognise situations that should be referred onto the Line Manager and take prompt and appropriate action
- To sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents require urgent action and which may be passed directly to other areas for action

Planning and Organisational Skills:

- To manage and progress results of patient investigations and on receipt, prioritise and action according to clinical nee

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