About this role
Job summary
The Walsall Healthcare NHS Trust has a vacancy for a part time (31 hours) Medical Secretary to work within the Gynaecology Department. The post will provide secretarial support to the Infertility and Gynaecology Oncology services with a specific working pattern including a shift ending at 7pm on Thursdays.
To provide comprehensive secretarial and administration support, handling first line enquiries from patients, relatives and staff and coordinating waiting lists and clinics for an assigned group of clinicians.
PLEASE NOTE, WE MAY CLOSE THIS VACANCY EARLY IF WE RECEIVE HIGH NUMBERS OF APPLICATIONS.
Main duties of the job
To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
Please also refer to the Job Description attached.
About us
The Division of WCCSS has a vacancy for a part time Medical Secretary to work within the Gynaecology department.
We are looking for a highly motivated individual to provide comprehensive administrative and clerical support to the Gynaecology Department as directed by the Care Group Support Manager/Deputy Care Group Manager. The successful candidate must be able to work using their own initiative, and also as part of a busy team. Good communication skills are essential as the post holder will need to liaise directly with patients, consultants and other hospital staff. A working knowledge of the Trust internal systems would be an advantage.
This advert will close early if we receive a high volume of applicants
Job description Job responsibilities
Job Summary and Main responsibilities
To provide comprehensive medical secretarial and administration support, handling first line enquiries from patients, relatives and staff and coordinating waiting lists and clinics for an assigned group of clinicians.
Key Responsibilities
1. To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
2. Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.
3. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
4. Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.
5. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
6. Maintaining accurate processing and storage of clinical records via both electronic systems and paper based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.
7. Managing own workload, ensuring compliance with standards relevant to the role and department, ensuring that a quality service is provided according to agreed policies and Standard Operating Procedures, referring to Manager where appropriate.
8. Ordering and maintaining office supplies and stationery, and other stock items as appropriate. This may include cash handling and the authorisation of requisitions within agreed limits.
9. Have responsibility for adhering to all relevant Trust policies, and ensuring that team members do likewise, and proposing practice changes within own area/department.
General office duties, including incoming and outgoing mail, e-mail, photocopying. Participate in housekeeping of office environment.
Person Specification
Qualifications Essential
oAMSPAR Medical Secretary Diploma or equivalent qualification and/or relevant experience. oEducated to GCSE/O Level standard/equivalent oNVQ Level 3 (or equivalent) Word Processing/Audio typing Skills
Desirable
oRSA/OCR Level II or equivalent
Knowledge and Experience Essential
oExcellent knowledge of the full range of Microsoft Office Programmes (i.e. Word/Outlook/Excel/PowerPoint) oExperience working in a healthcare administrative environment, preferably within the NHS. oExperience dealing with non-routine issues such as problem solving, developing alternative or additional administrative procedures. oExperience of planning and organising events e.g. MDTs and case conferences. oExperience of handling sensitive information
Key Competencies Essential
oAdvanced knowledge of specialist medical terminology and secretarial procedures, many of which are non-routine. oClear understanding of confidentiality and data protection issues
Desirable
oUnderstanding of Trust internal policies as appropriate oKnowledge of internal PAS system
Other Essential
oFrequent requirement for concentration where work pattern is predictable
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 Walsall Healthcare NHS Trust
Address Manor Hospital
Moat Road
Walsall
WS2 9PS
United Kingdom
Employer's website https://walsallhealthcare.nhs.uk (Opens in a new tab)