Clinical Office Coordinator
3 weeks ago
Job Overview
PREVIOUS APPLICANTS NEED NOT APPLY
We are pleased to announce a vacancy for a Band 3 Secretary position within the Surgery, Women and Children's Division.
We seek a motivated and personable individual to become a vital part of our dynamic secretarial team.
Your responsibilities will encompass a variety of administrative tasks, including accurate typing and timely management of general correspondence, as well as handling phone inquiries with professionalism and courtesy.
This role provides a comprehensive administrative service, which includes the precise typing of clinical letters within established organizational targets and serving as a central communication hub for patients and healthcare professionals regarding treatments and consultations.
Key Responsibilities
Serve as the primary contact for consultants and clinical staff in your specialized area, managing inquiries efficiently and professionally. Type (audio/copy) clinic letters, medico-legal documents, and various reports and memos for medical staff, ensuring high-quality presentation and timely dispatch. Open, categorize, and manage incoming mail daily. Retrieve, log, and return medical records in accordance with organizational policies. Maintain an organized filing system for both paper and electronic documents. Address inquiries from staff, patients, and external parties in a proactive and professional manner, including communication with law enforcement and social services. Ensure daily collection and assessment of referral letters, facilitating their swift progression through the registration system. Guarantee that all investigatory results are promptly reviewed by the consultant or designated team member during absences. Collaborate with team members to provide support and coverage for departmental secretaries, including onboarding for new staff. Keep the consultant's calendar updated and establish an effective diary management system. Assist in managing medical staff leave through effective communication with relevant personnel. Take minutes for meetings as required. Evaluate and propose improvements to systems for enhanced departmental efficiency.This job description is intended to outline the primary responsibilities of the role. The post holder should be adaptable to evolving duties in consultation with their manager.
Qualifications
Essential
RSA Typing or equivalent keyboard proficiency RSA Audio Typing or equivalent skills GCSE level C or above in English and Maths Strong general education backgroundDesirable
Familiarity with Medical TerminologyExperience
Essential
Proven experience in a secretarial or clerical role Demonstrated proficiency with Microsoft Office and database management Experience with referral triaging and booking processesDesirable
Knowledge of hospital patient systems such as MedwayKnowledge
Essential
Exceptional organizational abilities Strong communication skills Proficient audio typing skills Capability to meet tight deadlines Ability to engage effectively with diverse individualsDesirable
Understanding of a district General Hospital environment-
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