Medical Secretary Gynaecology

The Walsall Healthcare NHS Trust has a vacancy for a full time (37.5 hours) Medical Secretary to work within the Gynaecology Department. The vacancy will be a fixed term contract for 12 months to cover maternity leave.

To provide comprehensive 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.

PLEASE NOTE, WE MAY CLOSE THIS VACANCY EARLY IF WE RECEIVE HIGH NUMBERS OF APPLICATIONS.

To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of 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 for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.

Please also refer to the Job Description attached.

The Division of WCCSS has a vacancy for a full time (12months fixed term) Medical Secretary to work within the Gynaecology department.

We are looking for a highly motivated individual to provide comprehensive administrative and clerical support to the Gynaecology 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 also as part of a busy 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

1. To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.

2. Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.

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

4. Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.

5. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.

6. Maintaining accurate processing and storage of clinical records via both electronic systems and paper based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.

7. Managing own workload, ensuring compliance with standards relevant to the role and department, ensuring that a quality service is provided according to agreed policies and Standard Operating Procedures, referring to Manager where appropriate.

8. Ordering and maintaining office supplies and stationery, and other stock items as appropriate. This may include cash handling and the authorisation of requisitions within agreed limits.

9. Have responsibility for adhering to all relevant Trust policies, and ensuring that team members do likewise, and proposing practice changes within own area/department.

General office duties, including incoming and outgoing mail, e-mail, photocopying. Participate in housekeeping of office environment.

• Advanced knowledge of specialist medical terminology and secretarial procedures, many of which are non-routine
• Clear understanding of confidentiality and data protection issues
• Educated to GCSE/O Level standard/equivalent RSA/OCR Level II or equivalent
• Knowledge of internal PAS system
• AMSPAR/Medical Terminology Qualification

• Excellent knowledge of the full range of Microsoft Office Programmes (i.e. Word/Outlook/Excel/PowerPoint)
• Experience working in an NHS office environment
• Experience dealing with non-routine issues such as problem solving, developing alternative or additional administrative procedures.
• Flexible approach in order to meets the needs of the department

• Able to use own…