Medical Secretary

Applications are invited for a Medical Secretary to join the busy Urology Service within the Surgery Division, providing medical secretarial support to the Urology Consultants. This role is one which works within a team of medical secretaries and support staff.

The successful applicant will possess strong organisational, communication and interpersonal skills. The successful applicant will also be able to work as part of a team as well as independently. Essential skills include audio typing and a strong working knowledge of Microsoft Word.

A knowledge and understanding of medical terminology is desirable and previous experience of Careflow (formally known as Medway), our patient information system, is advantageous although training will be provided. Knowledge of shorthand is desirable and can prove useful but not essential to the role.

Please see Job description for further details

Person specification

Essential and Desirable best scoring
- Audio typing
- Good written and verbal communication skills
- Organised
- Good interpersonal skills & telephone manner
- Accurate message taking
- Previous Secretarial experience
- Experience in health related organisations

Kettering General Hospital NHS Foundation Trust is one of the largest employers in the area and we are on an exciting journey. Our mission is to provide safe, compassionate, and clinically excellent patient care, by being an outstanding employer for our people. We have entered into a Group Model with neighbouring Northampton General Hospital and have become University Hospitals of Northamptonshire.

**Our Excellence Values**:
Compassion
Respect
Integrity
Courageous
Accountable
- To deal with telephone enquiries from key contacts including GPs, liaise with internal and external sources to resolve any problems, queries or complaints, which may be from distressed patients/relatives and may include dealing with delicate situations, using own judgement.
- Deal with patients, relatives, medical representatives and other professionals that attend the office to resolve any problems, queries, complaints or requests for appointments.
- Ensure confidentiality at all times.
- Manage own workload and work independently within service need.
- Maintain diaries, assist in scheduling Consultant workload, and liaise with other relevant parties concerning the planning and re-scheduling of work as necessary.
- Advise junior medical staff to attend clinical commitments as necessary.
- Allocate and organise junior medical staff administrative workload, ensuring timely response in the interest of patient care.
- Organise medical students, clinical attachments and work experience students attached to the Consultant, liaising with various departments to arrange the placements, arrange teaching sessions and attendance at clinical sessions as necessary.
- Compile and review office protocols, modifying working practices where necessary, ensuring that protocols are up to date and contain all relevant procedures within individual offices to support any relief medical secretaries, clerical staff and new staff who may be required to support the office.
- Open post and prioritise for Consultant, dealing with any matters not requiring the Consultants attention.
- Ensure all investigations and test results are checked by the Consultant, or an appropriate member of his/her team. Ensure all known abnormal or urgent results are brought to the attention of the Consultant, or an appropriate member of his/her team, ensuring urgent action is taken as appropriate.
- Ensure systems are in place to ensure that accurate copies of correspondence, X-rays, pathology and other investigative reports are accurately filed in medical records case notes, following guidelines and protocol.
- Ensure word processing of all documents relevant to Consultant’s work, clinical and non-clinical, including transcription of tapes and prioritise workload effectively.
- Follow the Trusts protocols for typing from the Trusts internal transcribing system - Big Hand and dispatching communications to GPs electronically.
- Ensure that correspondence is dispatched in line with the Medical Secretarial Benchmarks and in the interest of patient care.
- Ensure a general administrative service is provided for the Consultant and his/her team including photocopying, filing, faxing and distribution.
- To assist in the compilation of any patient, clinic or admission lists, liaising with waiting list/appointment staff where necessary, giving concise instructions regarding preparation and administration of waiting list issues and procedures and appointment requests, cancellations and rescheduling.
- Liaise with other departments concerning case notes for appointments and admissions, ensuring timely availability of patient X-rays, the results of tests and investigations.
- Ensure prompt dispatch of case notes from the office.
- Undertake ordering of stationery for the office/area you are responsible for to the designated staff