Ophthalmology Medical Secretary

Outstanding Care, Outstanding Careers

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Job overview

This will require the utilisation of good typing, administrative, communication and interpersonal skills.

Main duties of the job

The post holder is required to:

• Communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information
• Communicate with external Trusts and other departments within the Trust
• Deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate
• Plan and organise own time/work
• Adjust clinic times as necessary
• Ensure notes are ready for clinics and arrange secure transfer between hospital sites as necessary
• Take minutes at meetings as requested; arrange meetings, for example, audit meetings, service meetings, training days
• Type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures
• Provide information and advice to patients/carers about admissions and appointments
• Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times
• Comment on local policies and procedures where they relate to secretarial or clerical issues
• Maintain stationery stocks; demonstrate secretarial duties to new starters
• Maintain and develop patient information, clerical, secretarial and record keeping systems, both paper based and electronic, in line with established Trust systems, liaising with other departments, including Medical Records and Trust Headquarters, where necessary
• Participate in surveys, gather information and assist with audits as required through the collection of data.

Working for our organisation

Dorset County Hospital NHS Foundation Trust’s purpose is to deliver compassionate and safe health care to our patients. We are the acute and specialist healthcare provider for our communities, delivering high quality care to meet our patients’ expectations.

Detailed job description and main responsibilities

The post holder is required to:

• Communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information
• Communicate with external Trusts and other departments within the Trust
• Deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate
• Plan and organise own time/work
• Adjust clinic times as necessary
• Ensure notes are ready for clinics and arrange secure transfer between hospital sites as necessary
• Take minutes at meetings as requested; arrange meetings, for example, audit meetings, service meetings, training days
• Type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures
• Provide information and advice to patients/carers about admissions and appointments
• Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times
• Comment on local policies and procedures where they relate to secretarial or clerical issues
• Maintain stationery stocks; demonstrate secretarial duties to new starters
• Maintain and develop patient information, clerical, secretarial and record keeping systems, both paper based and electronic, in line with established Trust systems, liaising with other departments, including Medical Records and Trust Headquarters, where necessary
• Participate in surveys, gather information and assist with audits as required through the collection of data.

Person specification

EDUCATION, QUALIFICATIONS & TRAINING

• General education to GCSE standard or equivalent, including English and Maths
• RSA stage III word processing or equivalent experience

KNOWLEDGE & EXPERIENCE

• Recent & relevant experience in an office environment in a clerical/admin capacity
• Experience of dealing with telephone enquiries
• Understanding of Confidentiality
• Previous computer experience in a Windows environment

• Previous experience in a Healthcare environment

SKILLS & ABILITIES

• Competent keyboard skills
• Excellent communication skills
• Ability to work without supervision
• Ability to work as part of a team

Our Mission

Outstanding care for people in ways which matter to them.

Our Vision

Dorset County Hospital, working with our health and social care partners, will be at the heart of improving the well-being of our communities.

Our Values

Integrity, Respect, Teamwork, Excellence

We are a Trust that celebrates diversity and we are committed to creating an inclusive environment for all employees. We would welcome applications from people in all under-represented groups.

For more information, please use the link below to read our joint strategy for Dorset County Hospital and Dorset Healthcare.

Trust Strategy | Dorset County Hospital (dchft.nhs.uk)

PLEASE READ THE FOLLOWING IMPORTANT INFORMATION CAREFULLY BEFORE YOU SUBMIT YOUR APPLICATION

Please read the job description and person specification carefully to ensure your application reflects the knowledge, skills and experience required.

The closing date/interview date is subject to amendment; this vacancy may therefore expire at short notice, so we recommend that you submit an application at your earliest convenience. We reserve the right to close any vacancies without notice.

Shortlisted applicants will be contacted via email; therefore it is important that you check your personal email account regularly.

Unfortunately we are unable to respond to every application; if we do not contact you within 4 weeks of the closing date, please be advised that you not have been shortlisted on this occasion.

You can contact us on 01305 254655 to find out whether you have been shortlisted or if you would like feedback.