Band 3 Supporting Medical Secretary

Job description

Detailed job description and main responsibilities

• Accurate transcription (either by digital dictation, audio or copy typing) of confidential correspondence, reports, notes of meetings and any other correspondence within agreed and acceptable timescales. Occasionally correspondence, by its nature, may be upsetting.

• Making and receiving telephone calls, both internally and externally, ensuring all messages are taken and relayed accurately to the appropriate member of the Team. Using own judgement to resolve problems arising.

• Daily contact with members of the Community Paediatric Team, Children in Care Team and the Central Booking Service liaising as appropriate and ensuring accurate information is passed on to the relevant service. Acting as a link between the Team and parents/carers by telephone /face to face, ensuring confidentiality is maintained at all times.

• To liaise with patients to book and amend appointments for clinics not booked by the Central Booking Service.

• Prioritise, plan and organise daily workload, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed and acceptable timescales and Standard Operating Procedures. Ensuring the Admin and Support Services Manager is informed of any changes in the working pattern.

• Ensure incoming mail is opened on a daily basis, date stamped and distributed/acted on in a timely manner. Ensure all urgent matters are redirected appropriately and promptly.

• Assist in implementing secretarial and administrative policies relevant to the Secretarial Team.

• Arrange meetings, both internally/externally, assisting in the preparation of handouts/presentations as requested.

• Prompt assistance in resolving complaints and concerns from parents/carers. Where this is not feasible, to ensure the Admin and Support Services Manager is made aware of any issues in order that these can be dealt with and escalated as appropriate.

• Effective maintenance and upkeep of patient case notes, to be kept in good order at all times, checking to see if child already has a current set of casenotes and creating new files as necessary. Accurate and timely filing of patient correspondence and results at all times.

• Photocopying, filing, faxing and general administrative and clerical duties. Participation, as appropriate, in the replenishment of stationery within the admin area.

• Appropriate disposal and shredding of confidential papers.

• To liaise with the Central Booking Service in relation to any clinic changes that may occur, following local procedures.

• To monitor and maintain stationery stock levels.

• To follow the relevant processes in relation to the booking/typing of the Children in Care and Adoption clinics

Person specification

Qualifications / training

Essential criteria

• 5 or more GCSE/O levels which must include English and Maths at Level C or above or 'A' Level/BTEC Diploma/NVQ3 Business Administration/Customer Service or equivalent relevant qualification
• Advanced keyboard skills/RSAIII or OCR equivalent/Advanced ECDL

Desirable criteria

• Certificate in Medical Terminology Level 2 or Level 3

Experience

Essential criteria

• Previous secretarial or administrative experience

Skills/knowledge

Essential criteria

• Computer literate with the ability to work with different computer applications including Microsoft packages
• Strong organisational skills with the ability to multi-task
• Excellent communication skills to relate to both staff and service users

Personal qualities

Essential criteria

• Must be able to observe confidentiality at all times.

UK Home Office Visa Sponsorship requirements

In accordance with UK Home Office requirements, Band 2 clinical and non-clinical roles and Band 3 Non-Clinical roles are not eligible for sponsorship.

Please note that the majority of non-clinical roles (Agenda for Change Band 3 - 6) with the exception of those which appear on this list -