Assistant Medical Secretary

Job description

Job summary

The purpose of this job is to provide secretarial support to the Specialty Team in Obstetrics and Gynaecology by typing letters and reports, dealing with telephone queries and ensuring appropriate diagnostic investigations are arranged; working on your own initiative using knowledge, skills and experience to manage and prioritise workload independently inaccordance with operational standards and protocols.

Main duties of the job

? To type clinic letters, correspondence, reports from digital dictation for the Consultant,Middle Grade and junior medical staff in adherence with standard turnaround times.? To manage own work ensuring all clinic letters are typed in chronological order.? To ensure 3-signed correspondence is checked and dispatched daily.? Forwarding letters/reports by either: - post, fax, telephone or e-mail as required.? To ensure any dictated requests are actioned appropriately and to notify the relevantmedical secretary to maintain communication, a good service and efficient records.? Answering departmental phone calls in a courteous and professional manner.? To review data quality reports as required and update in Administration systems asnecessary.? Maintain an up-to-date knowledge of Departmental procedures.? To be able to provide cover for Band 4 medical secretary in times of annualleave/absence.? To maintain confidentiality at all times.? To ensure awareness and understanding of the data protection act and other national and local NHS guidelines/policies as required.

About us

About us
Wye Valley NHS Trust is a member of an NHS Foundation Group with South Warwickshire University NHS FT, George Eliot Hospital NHS Trust and Worcestershire Acute NHS Hospitals Trust.

Located on the border with Wales in the shadow of the Black Mountains, we provide acute and community services across Herefordshire and into parts of Powys and run Hereford County Hospital and the community hospitals in Bromyard, Leominster and Ross-on-Wye.

We are a progressive and forward looking trust with ambitious plans to improve quality and integrate patient pathways through close collaborative working with our partners to deliver the quality of care wed want for our family and friends.

More than 3,000 people work for the Trust they tell us its a great place to work, blending the busyness of a DGH with the benefits of working in a beautiful rural and unspoilt county like Herefordshire.

We can offer a great work-life balance and have a fine tradition of working with staff to help them achieve their full potential.

Russell Hardy, Trust Chairman: "The strength of the Trust is its amazing staff; a great place to work, a great place to develop your career and a great place to reach your potential."

Our values -Care, Accountability, Respect and Excellence - are at the heart of all we do. We believe in providing the right care in the right place at the right time.

Job description

Job responsibilities

To type clinic letters, correspondence, reports from digital dictation for the Consultant,Middle Grade and junior medical staff in adherence with standard turnaround times. To manage own work ensuring all clinic letters are typed in chronological order. To ensure 3-signed correspondence is checked and dispatched daily. Forwarding letters/reports by either: - post, fax, telephone or e-mail as required. To ensure any dictated requests are actioned appropriately and to notify the relevantmedical secretary to maintain communication, a good service and efficient records. Answering departmental phone calls in a courteous and professional manner. Ensure all patient notes retained in the office or sent out of the office are traced onPatient Administration System (PAS)/Maxims system Make sure the notes are complete, correspondence filed before the notes are returned toHealth Records. To review data quality reports as required and update in Administration systems asnecessary. Maintain an up-to-date knowledge of Departmental procedures. To be able to provide cover for Band 4 medical secretary in times of annualleave/absence. To maintain confidentiality at all times. To ensure awareness and understanding of the data protection act and other nationaland local NHS guidelines/policies as required.Personal Development: To maintain up to date skills as required to provide an efficient service. Maintain a full and comprehensive knowledge of medical and drug terminology, andtheoretical knowledge of procedures carried out within the department. To attend/complete all mandatory training, ie. Attend courses or by e-learning. Minimise hazards in the working area and report any identifiable hazards to the linemanager. Maintain personal portfolio and attend annual staff performance and development review(SPDR) annually with Team Leader.

Job description
Job responsibilities

To type clinic letters, correspondence, reports from digital dictation for the Consultant,Middle Grade and junior medical staff in adherence with standard turnaround times. To manage own work ensuring all clinic letters are typed in chronological order. To ensure 3-signed correspondence is checked and dispatched daily. Forwarding letters/reports by either: - post, fax, telephone or e-mail as required. To ensure any dictated requests are actioned appropriately and to notify the relevantmedical secretary to maintain communication, a good service and efficient records. Answering departmental phone calls in a courteous and professional manner. Ensure all patient notes retained in the office or sent out of the office are traced onPatient Administration System (PAS)/Maxims system Make sure the notes are complete, correspondence filed before the notes are returned toHealth Records. To review data quality reports as required and update in Administration systems asnecessary. Maintain an up-to-date knowledge of Departmental procedures. To be able to provide cover for Band 4 medical secretary in times of annualleave/absence. To maintain confidentiality at all times. To ensure awareness and understanding of the data protection act and other nationaland local NHS guidelines/policies as required.Personal Development: To maintain up to date skills as required to provide an efficient service. Maintain a full and comprehensive knowledge of medical and drug terminology, andtheoretical knowledge of procedures carried out within the department. To attend/complete all mandatory training, ie. Attend courses or by e-learning. Minimise hazards in the working area and report any identifiable hazards to the linemanager. Maintain personal portfolio and attend annual staff performance and development review(SPDR) annually with Team Leader.

Person Specification

EDUCATION AND QUALIFICATIONS

Essential

• Educated to GCSE standard or equivalent - 5 subjects to include Mathematics and English
• RSA typewriting/word processing stage II or equivalent.
• Audio typing skills

Desirable

• Computing Qualification - ECDL or equivalent

SKILLS, KNOWLEDGE AND ABILITIES

Essential

• Ability to effectively communicate both verbally and in writing to a wide range of people
• Ability to provide cover for consultant secretaries
• Ability to prioritise, organise and manage workload without supervision
• Previous experience of dealing with the public
• Previous secretarial experience of equivalent

EXPERIENCE

Essential

• Experience of working in a busy office environment

Desirable

• Previous NHS/healthcare experience

OTHER FACTORS

Essential

• Ability to work on own initiative without close supervision
• Ability to prioritise and organise own workload
• Professional approach to work and colleagues
• Forward thinking
• Able to communicate sensitively and effectively across a wide range of professionals and service users
• Willingness to participate in further training to facilitate change

Person Specification
EDUCATION AND QUALIFICATIONS

Essential

• Educated to GCSE standard or equivalent - 5 subjects to include Mathematics and English
• RSA typewriting/word processing stage II or equivalent.
• Audio typing skills

Desirable

• Computing Qualification - ECDL or equivalent

SKILLS, KNOWLEDGE AND ABILITIES

Essential

• Ability to effectively communicate both verbally and in writing to a wide range of people
• Ability to provide cover for consultant secretaries
• Ability to prioritise, organise and manage workload without supervision
• Previous experience of dealing with the public
• Previous secretarial experience of equivalent

EXPERIENCE

Essential

• Experience of working in a busy office environment

Desirable

• Previous NHS/healthcare experience

OTHER FACTORS

Essential

• Ability to work on own initiative without close supervision
• Ability to prioritise and organise own workload
• Professional approach to work and colleagues
• Forward thinking
• Able to communicate sensitively and effectively across a wide range of professionals and service users
• Willingness to participate in further training to facilitate change

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 .

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. .

Additional 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 .

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. .

Employer details

Employer name

Wye Valley NHS Trust
Address

Hereford County Hospital

Stonebow Road

Hereford

HR1 2BN

United Kingdom

Employer's website