Relief Medical Secretary - General Medicine B4

NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing about 40,000 staff across a wide range of clinical and non‑clinical professions and roles. We deliver acute hospital, primary, community and mental health services to a population of over 1.15 million people, and to a wider population of 2.2 million when regional and national services are included.

The post holder will provide a comprehensive secretarial and administrative service to a Consultant(s) and their team(s). The role acts as a focal point for help and advice to staff members, patients and professionals regarding service enquiries and coordinates the patient’s pathway. The department provides a full range of professional administrative, secretarial and clerical services which support clinical staff to deliver high‑quality, efficient and effective patient‑centred care within Acute Services, in line with local and national standards.

• Part‑time Contract (29.7 hours per week)
• Permanent Contract
• Location based in Queen Elizabeth University Hospital
• Work pattern:
  Monday‑Friday, 0900‑1700

The following sets out the core responsibilities of the Medical Secretary. The frequency and extent may vary by speciality.

• Complete personal assistant tasks relevant to supporting the departmental Consultant(s), including word processing, filing, audio‑typing, photocopying and the composition of letters, medical reports and straightforward responses to ensure efficiency in patient care.
• Manage Consultant(s)/Team(s) diary to ensure effective time management.
• Sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the Consultant and which may be passed directly to others for action and information.
• Deal with telephone and face‑to‑face enquiries from all staff groups, patients, relatives and carers, providing information, directing and prioritising queries as appropriate.
• Arrange appointments for referrals to appropriate clinics and investigative departments or arrange admissions to facilitate the patient journey, taking into account urgency and waiting times.
• Manage the waiting list to ensure resources are used most effectively, appointing patients that meet hospital waiting time targets.
• Liaise with a range of departments to keep patient records up to date and accurate with inpatient, day‑care and outpatient investigatory results.
• Assist in planning clinic and on‑call rotas for the Consultant’s team and communicate these to department staff; may record and prepare draft minutes of meetings for review and approval by the team.
• Typed discharge summaries and clinic letters in shared responsibility.
• Update TCI lists through Trak Care in relation to patient admissions and transfers when required.
• Develop office and secretarial practices to improve service delivery and ensure good practice at all times.
• Provide reasonable cross‑cover including cross‑site working when necessary.
• Communicate with Consultants regarding provision of written information required for external agencies when necessary.
• Shared responsibility for Health and Safety within the office area.
• Provide mentoring of admin staff, promoting NHS Scotland core values of care and compassion, dignity and respect, openness, honesty and responsibility, and quality and teamwork.
• Be a role model for NHSGGC organisational values, demonstrating professionalism and a behavioural approach that promotes the principles of dignity and respect for all. Comply with the General Data Protection Regulations, Access to Health Records Act and related confidentiality legislation.

Essential:

• Excellent organisational and communication skills
• Advanced keyboard skills and accurate transcription speeds
• Proficient use of computer systems
• Ability to organise and prioritise own workload
• Initiative and resourcefulness while exercising high confidentiality, diplomacy, and tact
• Excellent interpersonal skills with the ability to demonstrate a professional manner, especially when under…