Medical Secretary in Trauma and Orthopaedics

Job overview

To provide comprehensive and high quality secretarial, administrative and clerical support to the department ensuring an effective and efficient service is delivered.

To support the Admin Team Leader to undertake change management.

To ensure that patients are treated with courtesy, dignity and respect.

To work primarily with The Consultant Orthopaedic Surgeons and their teams, along with other employees within the Trust. To liaise with patients, GP’s and other external agencies.

• This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care.
• To communicate effectively in writing and verbally on a daily basis.
• To ensure all results of tests and investigations are tracked effectively, shown to the relevant consultant promptly and to undertake appropriate action as instructed.
• To independently deal with patient/carer telephone calls and enquiries in an efficient, sensitive and confidential manner, exercising judgement to analyse and resolve any problems and referring on to the clinician as appropriate.
• All clinic outcomes must be recorded accurately and complete or amend any that have not been done.
• Taking and transcribing formal minutes if required.
• To open and act on correspondence received and bring to the attention of the clinician along with the medical notes.
• To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
• The role will involve a large amount of audio typing of Orthopaedic letters, along with Fracture clinic letters.
• To plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leader.
• To produce and update Standard Operating Procedures (SOP) for all aspects of the Medical Secretary role.

Working for our organisation

The Trauma and Orthopaedic Department is a very busy department with subspecialties in Upper limb (Shoulder & Elbow/Hand & Wrist), Foot & Ankle, Hip & Knee, and Extended Scope Practitioners (Physiotherapists and Podiatrists).

The department is very busy and the secretarial team is key to ensure things run smoothly and efficiently. It is therefore imperative that each member of the team works well under pressure and as a team player but equally as important that they are able to work independently and priorities workload effectively.

One of the main rewards of this role is knowing you have made a difference and enhanced a patient’s experience within the department.

This role is a great training opportunity in order to progress your career.

Detailed job description and main responsibilities

Full Vacancy details can be found on the attached Job Description/Person Specification. Please refer to your suitability to the post in your supporting information from the role requirements or person specification.

Person specification

Typing Test

• Good Standard of general education to include GCSE in Maths and English or equivalent
• Typing to RSA II/OCR II or equivalent level of speed and accuracy (40wpm)
• Experience of secretarial/administrative duties
• Knowledge of Microsoft Office software
• Able to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
• Ability to use medical terminology appropriately
• Customer care

• Knowledge of Trust Patient Administrative & Information Systems
• Understanding of Trust’s Access Policy
• Understanding of Referral to Treatment pathways
• Understanding of Patient Tracking Lists (PTL)
• Knowledge of a range of patient computer software packages eg Choose & Book, Galaxy, Infoflex, PAS

You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.

If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.

• We reserve the right to close vacancies early if we receive a high volume of applications. Therefore, we encourage you to apply promptly.
• Please read the job description carefully and tailor your application to reflect the requirements of the role.
• Applicants who identify in their application form they are a part of the Armed Forces community will be guaranteed an interview, provided they meet the minimum essential criteria outlined in the job description and person specification for the role. Step into Health guidance can be found on our NHS Employers website.
• Correspondence will be sent via Trac, text, and email. Please ensure you check your email and Trac account regularly.
• Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band.
• If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
• It is your responsibility to ensure the timely receipt of appropriate references.

If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.