Job summary
- Main area
- DOPS/Neurology/Stroke Admin, Medicine Division
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week
- Job ref
- 249-6522547
- Employer
- Great Western Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- The Great Western Hospital
- Town
- Swindon
- Salary
- £24,071 - £25,674 pa pro rata
- Salary period
- Yearly
- Closing
- 28/08/2024 23:59
Employer heading
![Great Western Hospitals NHS Foundation Trust logo](https://static.trac.jobs/employer-logos/right/324/Great-Western-Hospital-Logo.jpg)
Medical Secretary
NHS AfC: Band 3
Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital.
Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.
We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.
The Trust is a Disability Confident Employer; all applicants who have a disability can opt to be considered under the guaranteed interview scheme, which means that, providing they meet the minimum essential criteria for the post, they will be offered an interview. We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.
If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.
Job overview
The post will be an integral part of the Medicine Division secretarial group; providing a full and efficient secretarial, administrative and typing service to the division in support of the work of Clinicians in DOPS/Neurology/Stroke to maximise patient care.
Main duties of the job
The post holder must be able to prioritise work in order to maximise the effectiveness of the service and demonstrate a high level of organisation skills. The role also provides front of house service to patients and relatives and so good communication skills are essential. The post is part of a team comprising of Medical Secretaries and Medical Typists. The candidate should be able to demonstrate a willingness to contribute to the team objectives of the department in providing a high-quality service and support new staff as required.
Working for our organisation
“Our STAR values – Service, Teamwork, Ambition and Respect – are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.”
Detailed job description and main responsibilities
1. Provide full secretarial support for Clinicians in DOPS/Neurology/Stroke.
2. Opening, sorting and prioritising incoming mail for the department
3. Typing clinic letters, reports and other patient related documentation. Ensure that all work leaving the Department is of the highest quality in terms of presentation and layout and is dispatched within agreed timescales.
4. Scan documents from external sources into CareFlow as appropriate.
5. Learn the digital dictation system and ensure that processes are followed.
6. To undertake administrative duties as required for the Electronic Referral System (ERS).
7. To answer telephones professionally, deal with queries wherever possible, record messages accurately and forward on to the appropriate individual for actioning.
8. Submit referrals from GPs/other healthcare professionals to Health Records for registration; pass to consultant for assessment an onwards to the appropriate outpatient administrator.
9. Request appointments, cancellations, expedite appointments as necessary.
10. Ensure Clinicians’ commitments are cancelled in their absence. Request clinic templates as required.
11. Arrange meetings, book rooms and equipment as requested. Co-ordinate diaries. Take minutes and prepare agenda items.
12. Update and maintain a working knowledge of hospital systems so that enquiries can be dealt with efficiently.
13. Distribute all incoming correspondence and ensure outgoing mail is ready for daily collection.
14. Participate in meetings and be actively involved in generating ideas for service improvement.
15. Promote a positive image of the Trust at all times.
16. Other duties and responsibilities of the post will be flexible and will be reviewed by the Team Leader.
Person specification
Qualifications
Essential criteria
- Educated to GCSE (or equivalent) in English and Maths
- RSA II or equivalent in secretarial skills and typing
- Evidence of Continuing Professional Development
- Willingness to actively seek personal development and training
Desirable criteria
- Certificate in Medical Terminology
- European computer Driving Licence
- Secretarial qualification
- NVQ Level 2/3 Administration
- RSA III typing
- Excel and PowerPoint knowledge
Experience
Essential criteria
- Significant experience working in administration
- Demonstrable working knowledge of Microsoft packages; Word, Excel etc
- Experience of secretarial work
- Experience of minute taking
- Experience working in an office environment
- Good time management
- Demonstrable experience of providing customer care
Desirable criteria
- Previous NHS experience
- Previous Medical Secretary experience
- Knowledge of security and confidentiality in relation to handling personal information
- Knowledge of Medical Terminology
Kowledge & Skills
Essential criteria
- Ability to communicate effectively and efficient – verbal and written
- Audio typing skills
- Ability to work effectively and independently using own initiative and as part of a team.
- Demonstrable ability to produce work of a high standard
- Ability to multi-task to achieve set goals
- Ability to problem solve
- Team working
Documents to download
Further details / informal visits contact
- Name
- Shirley Elkins
- Job title
- Admin Team Leader
- Email address
- [email protected]
- Telephone number
- 01793605107
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