Colposcopy Medical Secretary/Administrator | Healthcare NHS Trust Job Walsall area,England UK,Administrative/Clerical

The Walsall Healthcare NHS Trust has a vacancy for a permanent part‑time (33.5 hours) Colposcopy Medical Secretary/Administrator to work within the Gynaecology Department.

To provide comprehensive secretarial and administration support for the Colposcopy Service, handling first‑line enquiries from patients, relatives and staff and coordinating waiting lists and clinics for an assigned group of clinicians. This includes preparing comprehensive reports and data analysis, as well as preparation and minuting of meetings.

This role involves a comprehensive medical audio and word‑processing service to the clinical team, including typing of clinic letters, taking and typing minutes at meetings, discharge summaries and medico‑legal reports.

Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues such as booking appointments, scheduling clinics, arranging meetings and managing diary commitments for the clinical team, and providing timely reports and data analysis.

Please also refer to the Job Description attached.

The Division of WCCSS has a vacancy for a part‑time Colposcopy Medical Secretary/Administrator to work within the Gynaecology Department. We are looking for a highly motivated individual to provide comprehensive administrative and clerical support to the Colposcopy Department as directed by the Care Group Support Manager / Deputy Care Group Manager. The successful candidate must be able to work using their own initiative and as part of a very small direct team.

Good communication skills are essential as the post holder will need to liaise directly with patients, consultants and other hospital staff. A working knowledge of the Trust internal systems would be an advantage. This advert will close early if we receive a high volume of applicants.

Job Summary and Main responsibilities

To provide comprehensive medical secretarial and administration support, handling first‑line enquiries from patients, relatives and staff and coordinating waiting lists and clinics for an assigned group of clinicians.

Key Responsibilities

Provide a comprehensive medical audio and word‑processing service to the clinical team, including typing of clinic letters, taking and typing minutes at meetings, discharge summaries and medico‑legal reports.

Obtain medical notes to assist the clinical team with appointment management, track referrals to ensure patients are promptly reviewed, and arrange appropriate follow‑up in line with patient pathways.

Answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.

Liaise with patients and relatives, providing routine information about appointments or clinic details; employ tact and persuasive skills when necessary, especially in situations with barriers to understanding.

Exercise judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues such as booking appointments, scheduling clinics, arranging meetings and managing diary commitments for the clinical team.

Maintain accurate processing and storage of clinical records using both electronic systems and paper‑based records, including maintaining electronic waiting lists, appointing/unappointing as appropriate, data entry and transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.

Manage own workload, ensuring compliance with relevant standards and department policy, and a quality service according to agreed procedures; refer to Manager when appropriate.

Order and maintain office supplies, stationery and other stock items as needed. Cash handling and authorisation of requisitions may be required within agreed limits.

Ensure adherence to all relevant Trust policies, encouraging compliance among team members and proposing practice changes within the own area/department.

Perform general office duties, including incoming and outgoing mail, e‑mail, photocopying, and participate in housekeeping of the office environment.

Other Duties

Collect, securely store and comprehensively analyse data to support monthly, quarterly and annual reporting, as well as routine audits.
Actively prepare for and play a key role in the Colposcopy Multidisciplinary Team (MDT) meetings.
Ensure the completion of all diagnostic tests and interventions, guaranteeing accurate documentation of treatment plans.
Operate independently as the administrative lead for the Colposcopy service.
Provide full service for Colposcopy to maintain accreditation from West Midlands Quality Assurance.
Adhere to Public Health changes and requests.

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Colposcopy Medical Secretary​/Administrator | Healthcare NHS Trust

Colposcopy Medical Secretary/Administrator | Healthcare NHS Trust