Medical Secretary in Gastroenterology Specialist
2 weeks ago
The post-holder will work closely with all members of staff in ensuring the delivery of a high-quality service. This will require the utilisation of good secretarial, administrative, communication, and interpersonal skills, knowledge of word-processing and other computerised systems. All secretaries appointed to the Gastroenterology service have a shared responsibility to service the needs of the department.
Main Duties of the Job
- To provide comprehensive secretarial and administrative support to the Gastroenterology team in order to facilitate the smooth, efficient, and effective running of all elements of the service.
- To act as a point of contact for patients/carers and other health professionals. Dealing with queries, providing information, and escalating to the clinical team where appropriate. This will require a caring and empathetic approach and it will necessitate establishing communication networks with the team and with other appropriate health care professionals, both internal and external to the organisation.
- To work with the clinical and managerial teams to maintain and support departmental/divisional practice and procedures to ensure that both operational targets and quality standards are achieved.
Working for Our Organisation
The post holder will be an active and enthusiastic member of the Gastroenterology Department at Dorset County Hospital providing a first-contact service for patients within the service. The successful candidate will form part of a high-quality and close team within the hospital.
Detailed Job Description and Main Responsibilities
Responsibility for Patients
Communicate tactfully and politely over the telephone or face-to-face, with patients, their family/carers, other health professionals, or administrative staff, external bodies, to deal efficiently and effectively with queries and concerns.
To pass on information in an effective and efficient way, particularly when taking clinical queries over the telephone, either from patients or other health professionals.
Responsibility for Policy and Service Development
Comment on standard operating procedures where they relate to secretarial or clerical issues, to facilitate a culture of continuous improvement.
Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times.
Physical Skills
Use audio dictation to type clinic letters and other correspondence in a timely way, whilst being mindful of typing turnaround times, having a high standard of accuracy and presentation, thereby ensuring an accurate clinical record.
Make adjustments/cancellations to clinics on request to facilitate operational efficiency.
Planning & Organisational Skills
In line with standard operating procedures: deal with incoming mail; cash up clinics; make appointments; update the Patient Tracking List (PTL); accept telephone calls for the clinical team; chase Electronic Discharge Summaries (EDS) and results; add patients to waiting list; forward referrals to other clinical teams/services.
Arrange for the safe transportation of medical notes between sites and between departments.
Arrange meetings etc as required, ensuring a suitable venue and good communication with attendees, both internal and external to the Trust, so that the meeting runs smoothly.
Ensure that all tasks are organised and produced to expected standards and within reasonable timescales in response to service demands.
Person Specification
Education, Qualifications & Training
Essential Criteria
- Educated to GCSE level or equivalent, including English at Grade C or above
- RSA stage III word processing or equivalent
Knowledge & Experience
Essential Criteria
- Experience of working with computer systems, to include Microsoft Office, in a working/academic environment
Desirable Criteria
- Knowledge of NHS databases, particularly PAS and DPR
Skills & Abilities
Essential Criteria
- Evidence of secretarial skills including excellent audio typing and minute taking skills
- Evidence of effective communication skills both written and oral
- Evidence of ability to respond quickly to changing priorities organising and prioritising own workload to meet deadlines
- Evidence of ability to work with minimal supervision
- Evidence of ability to exercise judgement when dealing with patient queries and to analyse and resolve problems
- Evidence of flexibility and ability to adapt to different areas of work
Desirable Criteria
- Ability to build and maintain good working relationships within a team.
- Understanding of medical terms
Our Mission
Outstanding care for people in ways which matter to them.
Our Vision
Dorset County Hospital, working with our health and social care partners, will be at the heart of improving the well-being of our communities.
Our Values
Integrity, Respect, Teamwork, Excellence
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