Band 4 Medical Secretary
Job overview
***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***
To provide an efficient and comprehensive secretarial service to Consultants and supporting teams. To work collaboratively with other medical secretarial colleagues to ensure clinical correspondence is produced and distributed within acceptable and agreed timescales.The post holder will carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work. It is essential that the post holder should exercise initiative commensurate with the role and that confidentiality is maintained at all times.
Main duties of the job
Based at Four Oaks Medical Centre. This is a 6 month fixed term post offered on a full time basis, working 37.5 hours per week. The work pattern will be Monday to Friday 9am to 5. This interesting and varied role requires the ability to work well on your own initiative whilst being committed to teamwork.This position also requires good communication skills and the ability to meet the demands of working in a busy environment.
You will responsible for the provision of a comprehensive secretarial and administrative service in respect of Community Paediatric clinics for a team of Community Paediatric Doctors. Duties will include audio typing, handling telephone calls, liaising closely with Doctors and Administrative colleagues and organising correspondence around clinic appointments.The typing of confidential, complex and often sensitive clinical reports is also an integral part of the role. You will have the ability to work under pressure, prioritise your workload and to deal with confidential and sensitive issues in a professional manner.
Working for our organisation
Be Part of Our Team...
Birmingham Community Healthcare NHS Foundation Trust (BCHC) has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities.We deliver a wide range of services for children, young people, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation Centre and one of Europe’s leading Dental Hospitals and School of Dentistry.
We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
If you want to ‘Be Part of Our Team’ and work with a Foundation Trust which is continuously striving for better care and healthier communities, we want to hear from you.
Detailed job description and main responsibilities- Provide a full medical secretarial service to the Consultant Community Paediatrician and the team of junior doctors. This requires a sound knowledge of medical terminology. To include typing of all correspondence, e.g. clinic letters, medical reports, discharge letters and presentations using Microsoft packages such as Word and PowerPoint, if requested.
- Receive telephone calls and act as the point of reference for parents, Health Visitors, School Nurses, General Practitioners, Social Care Services, Police and the Education Department and other service users, liaising with the Consultant and other doctors as necessary.
- Receive telephone calls from parents and special schools requesting repeat prescriptions, ensuring the Consultant has relevant up-to-date notes to write up the prescription and follow the identified local procedure.
- Type clinic letters for the Consultant and medical team, using digital dictation, forwarding requests for investigations, (e.g. EEG, X-Rays, blood tests), filing results and correspondence.
- Type and prioritise reports to Social Care Services/Police Statements on children seen for Child Protection Medicals, liaising with solicitors and Guardian ad Litem, as requested. Some letters or reports may be of a sensitive and sometimes upsetting nature due to their content
- To deal with sensitive and sometimes complex enquiries from Patients, to exercise tact and give suitable non clinical support in the absence of the Doctor.
- Recording and co-ordinating completion of SEP2 reports, medical evidence for Disability Living Allowance forms and Family Fund application to specific deadlines, at Consultant’s request.
- To organise meetings including the booking of rooms, inviting delegates and the taking and typing of minutes
- Deal appropriately with incoming post, drawing urgent letters and laboratory reports to the Consultant’s attention.
- Prioritise workload independently, identifying urgency, highlighting problems and taking appropriate action to prevent or solve problems, without supervision.
- To support, supervise and be involved in the training of junior administrative staff.
- Ensure adequate tracking of medical notes, both in and out of the centre and take the necessary measures to ensure the security of the information contained within these.
- Ensure the weekly return of the Medical Team’s activity to the Central Booking Centre.
- Where appropriate, devise type and distribute working rotas for junior doctors.
- To maintain stock control and order stationery and office equipment using computerised ordering systems. In accordance with Trust financial standing instructions.
Person specification
Qulifications
Essential criteria- • 5 or more GCSE/O levels which must include English and Maths at Level C or above or ‘A’ Level/BTEC Diploma/NVQ3 Business Administration/Customer Service or equivalent experiential learning
Experience
Essential criteria- Significant Previous medical secretary experience in a clinical setting.
- Experience of working within a team
- Experience of using an audio transcription system, preferably digital dictation.
Knowledge & Skills
Essential criteria- Knowledge of Microsoft packages - word/outlook/excel
- A knowledge of Medical Terminology
Disability Confident Employer and Guaranteed Interview Scheme
BCHC offers a guaranteed interview to any candidate who is Disabled, Neurodiverse, has a hidden or long term health condition as recognised under the Equality Act 2010, providing they meet the essential criteria of the job role, as set out in the person specification.We encourage applicants to submit their applications and to request any reasonable adjustments where required.
Equality, Diversity and Inclusion
Birmingham is a fantastic place to live and we serve a wide range of people and communities. BCHC are an advocate of diversity and strive to mirror the community we serve as much possible.
We are committed to and actively promote equality of opportunity for all staff and applications from individuals from all areas of the community who meet the specific criteria are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage/civil partnerships.
Promoting Workforce Equality
In response to data held by BCHC which demonstrates that individuals from particular protected characteristics are under-represented, BCHC are striving to redress these imbalances. In order to do this, the Trust is committed to the employment and career development of individuals with these protected characteristics.As part of this commitment and given this under-representation, the Trust guarantees an interview to any applicants from under-represented groups for positions at Band 8a and above whose application meets the essential criteria for the post as detailed on the Person Specification.
The Trust is currently under-represented in terms of people who identify as Black, Minority Ethnic (BME) and welcomes applicants from these communities. Selection will be on the basis of merit. In order to ensure the diversity of our workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.
Flexible Working
Birmingham Community Healthcare NHS Foundation Trust (BCHC) supports a variety of flexible working practices and, where possible (given our range of services and community settings) dependent upon the requirements associated with the role, will actively consider requests made and support these where practically possible.This may include hybrid patterns of working to enable colleagues to request the flexibility of a mixture of home/base working.
In accordance with the NHS People Promise, the Trust is committed to facilitating a healthy work/life balance that is essential to health and wellbeing and to making BCHC a ‘Great Place to Work’. We will be happy to discuss and consider all requests relating to working patterns and hours at your interview so please do ask!
Benefits of working for us:
- Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements
- Attractive relocation payment if you relocate to the local area.
- Discounts for local and national retailers
- Dedicated well-being services for all employees
- Flexible working where possible