Medical Secretary

Job Overview

We are looking for a reliable and enthusiastic individual with excellent organisational and administrative skills to provide an efficient secretarial service to the Microbiology Department at Southmead Hospital.

The post holder must have extremely good computer and communication skills, be a team player, and have the ability to use their own initiative. As a busy department the ability to work under pressure and prioritise changing workloads is absolutely essential for this role.

Previous secretarial/administrative experience is essential and experience in a Medical Secretary role with knowledge of medical terminology would be an advantage. A full list of duties can be found in the attached Job Description.

• To receive sort and prioritise daily correspondence.
• To undertake appropriate action arising from the correspondence and ensure that it is prioritised appropriately.
• To take telephone enquires and calls, take action where required and prioritise urgent calls contacting Team members where necessary.
• To establish and maintain comprehensive, efficient and accurate paper and electronic filing systems as required.
• Ordering and maintaining office stock levels when required.
• To undertake photocopying, faxing and filing.
• Manage the Consultants diaries and leave requests, including outlook diaries.
• Arrange practicalities for attending external meetings (NHS and attendance at society meetings).
• Take and write up minutes, book rooms etc. for regular and ad hoc meetings.
• Manage CPD & appraisal folders.
• Provide administrative assistance to the Laboratory Manager, Lead BMS and other laboratory staff.
• Assist in maintaining the annual leave and sickness records for the laboratory.
• Arrange appointments and meetings as required.
• To produce from copy or audio, letters, reports, notices, plans, projects, policies, and scientific papers by means of word processing.
• When required to take and prepare minutes of meetings.
• To collect data for projects for computer systems and collate this in Excel and graph format.
• Manage patient databases or registries as required.
• To produce power point presentations from drafted slides.
• Prepare internal reports (word processing and formatting according to Trust policy).
• Assist with the organisation of conferences and Study days.
• Type and prepare research papers and reports for publication according to journal requirements.
• Acquire papers from the medical library/internet.
• To maintain the highest degree of accuracy and confidentiality and act within the boundaries of the Data Protection Act.
• To observe Trust rules regarding Health and Safety.
• Perform other general admin duties as directed by the Laboratory Manager / Consultant Microbiologists.
• Participate in the Trust Appraisal procedures.

Essential criteria

• Educated to GCSE level or equivalent.

Desirable criteria

• Educated to GCSE level or equivalent. GCSE Mathematics & English (C or above).
• NVQ Level 3 in administration or equivalent experience.
• Audio typing skills to RSA stage 3 standard.

Essential criteria

• Experience of working in an administrative / clerical role.

Desirable criteria

• Experience of working in a health care setting as a medical secretary.

Essential criteria

• Excellent organisational and prioritisation skills.
• Proficient IT with sound knowledge of Microsoft software.

Desirable criteria

• Understanding of Medical Terminology.

Essential criteria

• Excellent communicator with effective interpersonal and communication skills.
• Team player with ability to work with a degree of autonomy and work to tight timescales.
• Able to work under pressure and deal with situations of a sensitive nature.

The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.

North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments. At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes.

We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require…