Support Medical Secretary
Job overview
An exciting opportunity has arisen within the Small Joints admin team at the Royal Orthopaedic Hospital NHS Foundation Trust for a Support Medical Secretary.
We are looking to recruit an enthusiastic and motivated individual to support the Spinal medical secretaries. The successful candidate will need to have excellent organisation skills, initiative, and good prioritisation skills.
The position provides the opportunity to work within a very supportive and welcoming team and to further develop your knowledge and skills.
You will need to be educated to GCSE level (or equivalent), have strong audio typing and should be proficient in using all aspects of Microsoft Office, particularly Word and Outlook.
Main duties of the job
To provide full and comprehensive assistant medical secretarial cover to support the Clinicians and Medical Secretarial department.
Ensure all routine clinical information and correspondence is up to date and available when required.
Working for our organisation
The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.
Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.
The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.
We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.
The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.
If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you.
Detailed job description and main responsibilities
To provide full and comprehensive assistant medical secretarial cover to support the Clinicians and Medical Secretarial department.
Ensure all routine clinical information and correspondence is up to date and available when required.
MAIN DUTIES AND RESPONSIBILITIES- Provide a comprehensive assistant secretarial service to clinicians and clinical teams in conjunction with the Senior Team Secretaries.
- To deputise for the Personal Medical Secretaries on an ad hoc basis, for annual and sick leave.
- To assist/deputise for the Personal Medical Secretaries on an ad hoc basis regarding admissions, waiting lists, ad hoc ward attenders and cancellations ensuring hospital policies are adhered to, with appropriate training.
- Receive phone calls from patients, relatives and GP’s. Ensure they are dealt with in a timely manner or passed to the appropriate Secretary as required, maintaining the highest possible customer care at all times.
- Communicate with other sections within patient access and other departments as required.
- Type clinics and reports into PAS/Spinal / CRIS system as requested by the Personal Medical Secretaries.
- Liaise with hospitals and GP surgeries for information.
- Photocopying and faxing documents as required
- To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached. In addition to acting promptly and appropriately to all e-mail correspondence.
- Track case notes in and out of departments.
- Ensure loose filing is amalgamated with case notes within the department or health records.
- Liaise with appropriate staff in making routine appointments or cancellations as directed by the Personal Medical Secretaries.
- Supports Team Leader to induct and support junior members of the team
This is not an exhaustive list of duties and a regular review will take place with the postholder as part of their ongoing development and performance management.
Full job description added as a supporting document.
Person specification
Qualifications
Essential criteria- Able to demonstrate good basic education (English language GCSE)
- OCR/RSA III or Medical Terminology Qualification or Relevant practical experience of a full range of Secretarial procedures and software
Experience
Essential criteria- Experience working as a Secretary
- Articulate/experience of communication with varying levels within an organisation
- Working within in a team structure in a busy environment
Skills and Knowledge
Essential criteria- Advanced word processing/keyboard skills
- Customer care experience
- Audiotyping of complicated medical documents