Medical Secretary, Band 3- Head & Neck

Job overview

The Head & Neck Team are looking to welcome a motivated, organised, and efficient secretary into the department. You will be work closely with consultants and management to deliver surgical care for patient. We are a friendly team who are passionate about working collaboratively to deliver excellent patient care. While previous medical secretary experience is desirable, however not essential as upon joining the team, full training will be given.

We actively support career progression, have a generous annual leave policy, and value our team members’ health and wellbeing by supporting flexible working where possible.

The post-holder will provide an efficient, confidential and professional secretarial service to the Head & Neck Team. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of the support team and will report to the Unit Coordinator.

Key Result Areas

Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance.

Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc, to ensure that RTT guidelines are achieved for patients.

• Providing a comprehensive secretarial support to the consultant surgeons whilst being the first point of call for patients, GPs, family members and other professional colleagues and organisations.
• Regularly informing the Secretary Supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.
• Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc.

• Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
• As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or elevate appropriately.

• To work cohesively with the Secretary Supervisor to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards.
• To cover colleagues during absences/annual/sick leave as directed. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
• Undertaking routine office duties including electronic note tracking, photocopying and filing of correspondence and results and maintenance of records.
• Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.
• Undertake any other appropriate duties commensurate with the role, as required by your line manager.

• GCSE English and Maths at Grade C or above, or equivalent
• Typewriting / word processing RSA Level 3 or equivalent practical experience
• NVQ in Administration level 3 computer literate in Microsoft Office packages

• Previous experience of dealing with members of the public
• Experience of using own initiative, prioritising workload and utilising organisational skills
• Previous experience working in a busy office
• Experience of data entry, maintaining databases and data validation of electronic records
• Working experience of TRAK/EPR/PACS/Infoflex

• Good command and understanding of English, punctuation and grammar
• Effective, fast and accurate keyboard skills
• Good computer skills with working knowledge of Microsoft Office including Word, Excel, Outlook/Diary management
• Knowledge of NHS systems