Medical Secretary - Maxillofacial

Job overview

Interview expected to take place in the week following shortlisting: commencing 03.02.25

In this Medical Secretary role you will work within a team of staff and be responsible for audio transcription and word processing of clinical letters, data quality and other correspondence as required by the clinical staff.

You should be literate and numerate, with excellent organisational, time management and IT skills and an ability to work without supervision and to be able to respond to last minute requests.

This role requires you to be able to work to tight deadline and prioritise your workload. You will be also be involved in validation of patient data on a daily basis.

An appropriate speed and accuracy of typing is required for this role and this will be assessed at interview.

Medical secretarial experience is desirable but not essential. You will have a high standard of communication and interpersonal skills with the ability to work with staff at all levels.

Main duties of the job

The job holder will be responsible for the provision of a comprehensive secretarial and administrative service to the Clinical Specialty.

Responsible for the provision of a range of secretarial and administrative duties related to patient pathway management, audio transcription and word processing of clinical letters, as proof reading is an essential part of the role, applicants should also have a good command of English grammar.

Production of reports and other correspondence may also be required by the Clinical Team.

With support and guidance act as a point of contact and be responsible for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, other health professionals and staff within and external to the Trust.

The job holder will have some involvement with Clinicians and Service Managers across the Trust to ensure that patients are treated in accordance with the Trust’s policy and procedures.

Candidates will have excellent communication, organisational and prioritisation skills, a flexible approach to their work and the ability to work effectively as part of a team.

The post holder will need to work with minimal supervision and have the ability to meet often tight deadlines.

Working for our organisation

Our People Charter outlines the behaviours we can expect from one another and what you can expect from Bradford Teaching Hospitals Foundation Trust:

• We value people
• We are one team
• We care

We’re keen to meet people who share these values and are passionate about delivering the highest quality of care to our patients.

We can offer staff gymnasiums on both hospital sites, excellent pension scheme including life assurance cover and advice on childcare.

Detailed job description and main responsibilities

• Providing secretarial/administrative support to Clinical staff , audio typing, scanning, photocopying, opening and distributing mail as appropriate
• Use initiative in filtering information and be proactive in dealing with routine matters, seeking support from the Senior Medical Secretary
• Have an understanding of the Trust’s Access Policy and other National/Local targets ie. Cancer, RTT, non RTT pathways, and works to the standard operating procedures developed to support patient pathways
• To type, clinical letters and minutes of meetings, medical reports, and results letters
• Assist with any data collection and entry required as service level
• Deal with telephone enquiries from patients, relatives, etc, which may be of a sensitive nature, in a constructive and sympathetic manner, referring to the appropriate person where necessary
• To ensure that patient records are kept up to date and that all investigations and other material are available for clinic appointments/admissions and that letters/results are filed in the appropriate place in the case notes
• Maintain efficient office systems, liaise with other departments/hospitals on behalf of the Clinical Team, wards or secretarial colleagues
• To ensure accuracy when administering relevant IT systems. The systems could include EPR and/or other local IT systems
• Works to the SOP’s developed to support patient pathways
• The job holder will contribute to the effective and efficient running of the service highlight any areas where efficiency can be realised
• Such duties at a comparable level of responsibility associated with the work of the post which may vary from time to time.

Person specification

Experience

• Previous secretarial/office experience
• Experience of working face to face and/or telephone contact with the general public

• Experience of working in NHS

Skills

• Literacy and Numeracy skills
• Excellent keyboard skills
• Excellent verbal and written communication skills
• Attention to detail
• Audio Typing

• Shorthand

Knowledge

• Knowledge and understanding of Microsoft Office packages, including use of Excel and Power-point, internet, e-mail etc…
• Knowledge of EPR or other Patient Administration System

• Medical Terminology

Qualifications

• Educated to GCSE standard*