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Medical Secretary
1 month ago
Job summary
THIS POST IS SECONDMENT FOR 20 MONTHS DUE TO MEET THE NEEDS OF THE SERVICE
An exciting secondment opportunity has arisen for an experienced Band 3 Medical Secretary to join the Community Paediatric Service in Brecon War Memorial Hospital until March 2026. The successful applicant will provide a robust secretarial and administrative office function to the Consultant Paediatrician's within the service. Duties will include; dealing with patients relatives, carers and external partners on a regular, day to day basis using tact and diplomacy, transcribing medical correspondence, audio typing, appointment booking and caching up of clinical activity, undertaking mail and filing duties and liaising with departments to co-ordinate patient pathway and retrieval of patients medical notes.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Main duties of the job
The successful applicant will be required to work to a high standard of accuracy, have excellent organisational and typing skills and be able to demonstrate initiative in planning their own workload to support the team to effectively deliver clinical services.
Applicants will be highly organised, efficient and posses a high level of attention to detail, supported by strong ICT skills. Along with excellent time and diary/calendar management skills and have the ability to prioritise requests and conflicting demands.
If this sounds like you and you would like to join us in delivering high quality services to children & young people in Powys, please submit an application.
About us
Being the smallest Heath Board in Wales means that you won't get lost in the crowd. Everybody at Powys Teaching Health Board is valued for the contribution they make to our varied and diverse portfolio of community-based services. Together, we can continue to make a real difference to our patients and build on our unrivalled reputation.
As a supportive and progressive employer, we actively encourage you to carve out a career with us, through a range of development pathways. We're also lucky enough to be situated in one of the most beautiful rural counties in Britain, let alone Wales Achieving a healthy 'life work' balance is essential, and something we recognise by prioritising your well-being.
To start your journey with us, and to learn more about what we can offer you please visit: There you will find information about our benefits and values, read staff experiences and more about what our beautiful county has to offer.
Job description
Job responsibilities
To set up and manage Community Paediatric outpatient clinics across Powys ensuring that new referrals follow RTT pathways in a timely manner. This includes booking and sending out of appointments for clinics. To enter all clinical appointments onto WPAS and ensure these appointments are cashed up in a timely manner.
To prepare information for the Community Paediatric outpatient clinics, liaising with Child Health and Paediatric administrators across numerous sites.
Retrieve and input appropriate information from/onto WPAS and WCCIS.
Audio typing of clinic letters and reports. Distribution of these via post or WCCIS which includes ensuring referrals are sent to other specialities / hospitals in a timely manner.
Undertake specialist typing/support duties for specialist outpatient clinics held by Consultant Community Paediatricians, when required.
To deal with all telephone enquiries coming into the Community Paediatric Team and signposting appropriately.
To complete any statistical data as required in respect of contracts and services.
To undertake the ordering of administrative supplies via Oracle as required.
Ensure where necessary follow up appointments are arranged and caseloads managed appropriately in accordance with WG targets.
To manage the Community Paediatric Out-Patients waiting list under the direction of the Medical Secretary Team Leader in accordance with WG targets.
To liaise with the Consultant Paediatricians ensuring messages are given and received in a timely manner and enquiries dealt with efficiently.
To scan or upload reports and correspondence to the electronic record system (WCCIS) in a timely manner and following Powys guidelines.
Maintain comprehensive office systems ensuring prompt access to information.
To provide secretarial support to any meetings as required, organising and circulating notices of general and specific meetings, taking minutes of meetings and providing these for circulation to team members.
To give support to the local audit process by producing statistical figures as requested by the Assistant Patient Services Manager.
To liaise with the Safeguarding Childrens team with regard to specific medicals and information.
Contribute to ongoing projects as required.
Person Specification
Essential Criteria
Essential
Educated to at least GCSE level, NVQ or equivalent RSA 3 or equivalent Computer literate demonstrated by a working knowledge of computer skills, and Microsoft Office, with the ability to master new applications Articulate with well-developed interpersonal skills Able to maintain confidentiality Ability to work both autonomously and as part of a team Excellent IT skills Ability to understand complex situations and information Knowledge of range of secretarial procedures Knowledge of software programmes Ability to work to deadlines within minimal supervision Effective interpersonal and communication skills Ability to prioritise and time manage own workload Continuing further development and a commitment to education/training Enthusiastic, motivated, and willing to be flexible Ability to work in a team
Desirable
Desirable
Audio Minute Experienced in touch typing and audio typing