About this role
Job summary
This is a fixed term contract for 12 months.
An exciting opportunity has arisen for a Medical Secretary to join our Respiratory team.
You will provide a comprehensive secretarial and administrative service to Consultants , including audio-typing clinic letters, managing patient correspondence, coordinating appointments, supporting diaries and inboxes, and liaising with clinical and administrative teams to ensure smooth patient pathways.
We are looking for a highly organised individual with excellent communication and typing skills, the ability to prioritise workload, and a proactive, flexible approach. Previous NHS or medical secretarial experience is desirable but not essential as full training will be given.
At Great Western Hospitals NHS Foundation Trust, our STAR values; Service, Teamwork, Ambition and Respect are at the heart of everything we do.
Main duties of the job
1. Audio-Typing clinic letters, referrals, reports, and other patient related documentation. Ensure that all work leaving the department is of the highest quality in terms of presentation and layout and is dispatched within agreed timescales, sent and documented appropriately.
2. File tests and loose histories regularly as appropriate, including placing on casenotes, scanning or cutting & pasting onto any indicated/necessary computer systems and or delivering to departments/health records.
3. Learn the digital dictation system and ensure that processes are followed.
4. Retrieve, log and return case notes / medical records and ensure that they are processed in accordance with Trust policy ("Case note tracking" and "Filling in Case notes") as well as scanning required documents and cutting & pasting scanned or word documents where required into Medway, Word or other IT packages
5. To undertake administrative (E-referral/Choose and Book), clerical duties as required.
6. To answer phones professionally, deal with queries wherever possible, record messages accurately and forward on to the appropriate individual for actioning.
7. Request appointments/clinic bookings, cancellations, and expeditions as required.
8. Maintain and update calendars/diaries, manage shared mailboxes and calendars and apply/record consultant/clinician leaves and prepare and submit expense and leave forms as required.
About us
We are proud to be part of BSW Hospitals Group - a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.
We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.
Job description Job responsibilities
Attend any meetings, arrange meetings, record minutes and undertake general secretarial duties of all descriptions for the consultants/clinicians/department as required. To provide a friendly, professional, complete and fully comprehensive administrative, secretarial and clerical service to the department including audio transcription service to the specialist nurses, doctors and/or consultants. Update and maintain a working knowledge of hospital systems so that enquiries can be dealt with efficiently. Distribute all incoming correspondence and ensure outgoing mail is ready for daily collection. Liaise with booking teams and departments to arrange patient appointments of all types. Participate in meetings and be actively involved in generating ideas for service improvement. Promote a positive image of the Trust at all times. Attend meetings as required. Manage and record information on patient administration systems from multiple share email inboxes including replies and advice requests. Other duties and responsibilities of the post will be required, flexible and will be reviewed by the Team Leader.
See Job Description for further details.
Person Specification
Qualifications Essential
Educated to a minimum of 5 GCSE's (or equivalent) with GCSE of Grade C/4+ above or above inc both Maths and English essential RSA II/II or equivalent demonstrable experience in typing/Audiotyping (i.e. speed over 60wpm) Demonstrable working knowledge of Microsoft packages including Outlook, Word and Excel
Desirable
Certificate in Medical Terminology. European Computer Driving Licence Secretary qualification Willingness to actively seek personal development and training.
Experience Essential
Previous experience in a fast paced office environment Experience dealing with members of the public Running and organising outlook diary/calendar systems Experience using database systems
Desirable
Knowledge of medical terminology and working in a healthcare environment Knowledge of security and dealing with confidential issues in relation to handling personal information
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Great Western Hospitals NHS Foundation Trust
Address Great Western Hospital
Marlborough Road
Swindon
SN3 6BB
United Kingdom
Employer's website https://www.gwh.nhs.uk/ (Opens in a new tab)