About this role
Job summary
The Medical Secretary provides a comprehensive, efficient and high-quality secretarial and administrative service to clinical teams and speciality services. The post holder acts as a key point of contact for patients, relatives, carers, GPs and multidisciplinary teams, ensuring effective communication and the timely production of accurate clinical correspondence. The role supports the effective management of patient pathways, including Referral to Treatment (RTT) standards, partial booking waiting list administration, results tracking and clinic outcomes. The post holder is responsible for maintaining accurate patient records, prioritising workload to meet service demands, contributing to the delivery of a responsive and patient-focused service. Working independently and as part of a wider administrative team, the post holder will demonstrate excellent organisational, communication and customer service skills whilst maintaining confidentiality, supporting continuous improvement and always upholding the Trust's values.
This is a maternity fixed term for the Orthopaedic Department
Interviews to take place on Wednesday 12th August
Main duties of the job
To support the Senior Medical Secretaries on a day-to-day basis with admin, typing of letters and overseeing of basic tasks To liaise with and act as a point of contact for clinical and non-clinical staff via telephone and email To act as a point of contact for patients, relatives and carers. The post holder should be polite and empathetic to the patient's needs at all times and be able to communicate effectively when dealing with difficult situations/conversations Returning calls promptly and keeping callers updated with information in an effective and efficient way Escalate patient queries, capacity problems and general issues to the role's line manager or relevant clinical staff as appropriate To show a caring and professional approach towards patients, relatives and carers. This may require acting with resilience to deal with sometimes distressed patients and relatives in a professional and empathetic manner
About us
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.
Job description Job responsibilities
We would welcome applications from those who meet the essential criteria as set out in the person specification. This includes having a qualification (pass or distinction) in audio transcription, word processing or have relevant experience.
For a more detailed job description, main responsibilities, and person specification, please refer to the job description document attached to this vacancy.
Person Specification
Educations and Qualifications Essential
Educated to GCSE, grade C or above (or equivalent) in English Language and Maths Business and Administration Level 3 NVQ or equivalent experience
Desirable
Audio typing or medical secretary qualification Proofreading qualification or evidence of advanced keyboard skills
Knowledge Skills and Abilities Essential
Excellent verbal and written communication skills Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy Confidence to handle difficult conversations with patients, relatives and carers Ability to handle difficult conversations professionally and sensitively Strong organisational and prioritisation skills Proficient IT skills, including Microsoft Office packages Ability to work accurately under pressure and meet deadlines Attention to detail
Desirable
Understanding of RTT pathways and NHS performance targets Knowledge of NHS systems and processes Understanding of medical terminology
Experience Essential
Previous admin or secretarial role Experience dealing with members of the public by telephone and in person
Desirable
Previous NHS experience Experience of clinical correspondence or digital dictation systems Experience supporting patient pathways and waiting list management
Personal qualities Essential
Professional and patient-focused approach Ability to work independently and as part of a team Flexible and adaptable approach to work Commitment to confidentiality and data security Demonstrates Trust values
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 Bristol NHS Foundation Trust
Address Weston General Hospital
Grange Road
Weston-super-Mare
BS23 2AX
United Kingdom
Employer's website https://www.uhbw.nhs.uk/ (Opens in a new tab)