Job summary
Employer heading
Medical Secretary
NHS AfC: Band 4
Walsall Healthcare NHS Trust provides integrated acute and community Healthcare in the West Midlands serving a population of 260,000 residents. Walsall Manor Hospital houses the full range of district general hospital services. The £170 million development was completed in 2010 and we are continually upgrading. Construction of the new integrated critical care unit was completed in 2018, extension of a Neonatal Unit and an approved plan to build a brand new, state of the art Emergency Department which commenced in 2021
We provide high quality, friendly and effective community health services from multiple sites covering Walsall. Our multidisciplinary services include rapid response and homebased care, so that those with long term conditions and the frail elderly can remain in their own homes.
We are recommended by colleagues as a place to work which is supported by the trusts values to work as part of a team, being respectful, compassionate and professional. We are committed to investing in our workforce
Following our recent CQC visit the Trust was rated as outstanding for care and this has been recognised by NHS Improvement.
The work we do is highly rewarding, and in addition to an attractive salary, we offer a valuable range of benefits, including: salary sacrifice scheme; car leasing scheme; on-site staff accommodation (subject to availability); the ability to retain your NHS pension (where applicable) or the opportunity to join an alternative scheme; and the opportunity to develop and implement your expertise in an encouraging yet challenging environment
Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant. The Trust currently holds the Bronze Award which underlines the Trust’s commitment to supporting the Armed Forces Community. As an organisation, we are aiming to achieve the next level Silver award, with our sights firmly on Gold.
RESPECT - COMPASSION - TEAMWORK - PROFESSIONALISM
Job overview
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.
Main duties of the job
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.
Working for our organisation
The Division of WCCSS has a vacancy for a full time 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
Detailed job description and main responsibilities
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.
Person specification
KNOWLEDGE
Essential criteria
- 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
- NVQ Level 3 (or equivalent)Word Processing/Audio typing Skills
Desirable criteria
- Knowledge of internal PAS system
- AMSPAR/Medical Terminology Qualification
Experience
Essential criteria
- 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.
Desirable criteria
- Flexible approach in order to meets the needs of the department
Skills
Essential criteria
- Able to use own initiative and able to work with limited supervision, managing and prioritising own workload
- Ability to accurately maintain computerised and manual filing/documentation system
- Excellent interpersonal and communication skills
Desirable criteria
- Evidence of effective communication with multi-disciplinary teams
Documents to download
Further details / informal visits contact
- Name
- Emily Bissell/Vanessa Walker
- Job title
- Deputy Care Group Manager/Care Group Support Man.
- Email address
- [email protected]
- Telephone number
- 01922 721172
- Additional information
Please use ext 7879
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