Fertility and Gynaecology Medical Secretary

We are looking for a reliable and enthusiastic individual with a high standard of organisational skills and excellent typing skills to provide an efficient secretarial service to the Gynaecology & Fertility Department at Southmead Hospital.

The post holder must have extremely good computer and communication skills, as well as being a team player and have an ability to use their own initiative. Being an extremely busy department, the ability to work under pressure and be able to prioritise changing workloads is absolutely essential for this role.

Previous secretarial experience is essential and audio typing experience would be an advantage.

Hours required for this role would be full time (core hours) Monday - Friday.

Please refer to the Job Description and Person Specification for all essential and desirable criteria required for the role.

Patients are the most important people in the health service and are at the centre of what we do. Patients and carers are the ‘experts’ in how they feel and what it is like to live with or care for someone with a particular illness or condition. The patients’ experience of our services should guide the way we deliver services and influence how we engage with patients every day in our work.

All staff should communicate effectively in their day to day practice with patients and should support and enable patients/carers to make choices, changes and influence the way their treatment or care is provided. All staff, managers and Board members should work to promote effective patient, carer and public involvement in all elements of their work

We have a duty to involve, engage and consult with patients, carers and families about plans for health facilities and the provision of our services. North Bristol NHS Trust wholeheartedly embraces the principles of patient partnership and has made clear its commitment to involve patients in key aspects of its work, which will be further strengthened through becoming a Foundation Trust.
1. To provide secretarial support for the efficient operation of the department.
2. Responsible for typing clinic letters
3. To act as a contact point, liaising between patients, medical and nursing staff and other internal and external organisations taking clear and concise messages when required, using personal judgement and sensitivity to resolve as necessary.
4. To receive, sort and prioritise daily correspondence for clinicians as required, resolving as appropriate and ensuring all clinical reports/requests are brought to the attention of the relevant clinician to enable appropriate action to be taken.
5. To receive and act upon telephone calls and face to face enquiries from patients, relatives and staff giving advice and information in a prompt, helpful and professional manner, handling conversations with sensitivity and confidentiality.
6. Accurately maintain waiting lists where required.
7. To be responsible for the tracking of all medical records and x-rays to and from the department and to ensure that they are kept in a tidy order when they are in the department.
8. Able to use (or be prepared to learn) the in-house Patient Administration System and other hospital IT systems ensuring that the department functions within the Trust’s standards for the integrity of data collection.
9. To work closely with senior colleagues within the team to ensure effective secretarial support and cover.
10. Work together as an effective team worker, providing cover for colleagues across Women and Children’s in times of absence / annual leave as requested by line manager.
11. Undertake photocopying, filing and other general administration duties such as monitoring stationary supplies to ensure the efficient running of the office.
12. Willingness to support and assist junior members of the team as required, including assisting in the training of new starters.
13. Willingness to undertake further training and development.
14. Promote and uphold excellent standards in customer service.
15. The post holder will be expected to make changes in own work practices in accordance with service needs and demands and offer suggestions for improving services.
16. Such other reasonable duties, appropriate to a Band 3, as agreed between the post holder and manager from time to time.
17. Minute taking at departments meetings.
18. Responsible for maintaining the Fertility CCGs mailbox.