Senior Medical Secretary

An exciting opportunity has arisen within Trauma and Orthopaedics to join in the team as a Band 4 Senior Trauma and Acute Medical Secretary. This is a great opportunity for to expand their skills and knowledge in a new role and department.

To provide efficient and high quality administrative and clerical support to clinician(s),
managers and their teams, working in close cooperation with all staff groups and other
medical professionals.
To work in a team based secretarial service providing support for each other and ensuring
continuity of the service.
Under the direction and guidance of their manager, to be responsible for the supervision of
Medical Secretaries and typists, where appropriate, ensuring processes and systems are
monitored and evaluated to meet both Trust and National targets.

Senior Medical Secretary - Band 4

Trauma and Orthopaedics is seeking an experienced Medical Secretary to provide support to the Consultant Team based at Southmead Hospital. A good team worker with a flexible approach, you must have previous secretarial experience at a high level as well as excellent communication and audio typing skills.

Plan and organise workloads relating to the day to day running of the clinical
office, co-ordinating and overseeing administrative and secretarial processes in
support of effective and efficient functions of the clinical teams.
- Prioritise sometimes conflicting directorate requirements, independently of, or with

consultants and other secretarial support to meet deadlines - i.e., 5 day typing
turnaround for clinic letters.
- Organise meetings, including the booking of rooms as necessary, for the

clinicians and their teams as requested.
- Act as a contact point, liaising with patients, medical and nursing staff and other

external agencies dealing with queries competently and professionally taking
action as appropriate in accordance with the Trust’s Data Protection Guidelines.
- Attendance at relevant staff meetings, taking minutes as requested and

distributing as required.
- Develop an effective working relationship within the team and with the clinical and

clerical staff throughout the Directorate and the Trust, to aid effective
communication, including diary management
- To provide secretarial cover as necessary within the department.
- To effectively deal with incoming mail for clinicians(s) delegating as necessary.
- Ensure effective diary systems are in place.
- Ensure that clinician’s requests for annual, professional and study leave are

recorded and requested with the correct notice - advising essential departments
as necessary to aid the rearrangement of clinics/theatre lists as required and
monitor that this has been undertaken.
- Responsible for general supervision of Medical Secretaries and typists, as

appropriate to ensure tasks are achieved, highlighting any relevant training
needs.
- To ensure office equipment is regularly maintained in good working order and

complies with Health & Safety regulations.
- To monitor the secretarial team annual leave to ensure adequate cover is

maintained.
- Enable staff to deliver excellence in customer care providing encouragement,

support and guidance where necessary to ensure good communication, in line
with Trust values.
- Responsible for ensuring new and temporary Medical Secretaries / Typists in the

team receive the required local induction.
- Propose changes to working practice to improve service delivery and implement

where agreed.
- Willingness to deputise for senior colleagues as required
- To conduct appraisals where required, identifying training needs and ways in

which these can be met
- Provide secretarial cover and general office duties as and when required
- Such other reasonable duties, appropriate to a Band 4, as agreed between the

post holder and manager from time to time