- Provide a complete secretarial service including word processing, filing, audio typing, touch-typing, photocopying, and composition, minute taking.
- Using tact, diplomacy, reassurance and discretion, respond to telephone enquiries from distressed patients and their relatives. Occasionally dealing with verbal abuse.
- Organise and record consultant's diary ensuring all paperwork is available as needed for appointments and meetings.
- Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers', managers, wards, admissions, outpatients and many other departments. Arranging meetings/appointments and provide information on a day-to-day basis.
- Utilise all modern IT tools available to provide the most efficient use of time and the most effective service software used Microsoft Outlook, Word, PowerPoint and Excel. Also, proficiency in using Trust and Departmental databases.
- Take and transcribe minutes of meetings as necessary.
- Personally deal with as many enquiries as possible such as arrangements for meetings, answer patient's enquiries relating back to them answers and advice as necessary on a regular basis.
- Act as a point of contact for the department.
- Summon service engineers in case of break down to office equipment.
- Assist with locating case notes as required by the department.
- Assist other members of the team in times of absence.
- Undertake any other reasonable duties as required.
- An autonomous responsibility to manage a full clerical administrative and secretarial service to the Department.
- Take initial receipt of all incoming correspondence, telephone written and verbal enquiries as appropriate.
- Amalgamate patient results with files, liaise with the medical team ensuring communication with patients and /or their GPs regarding future management.
- Operate Careflow computer software system for retrieval/tracking of patient information/notes.
- Using tact, diplomacy, reassurance and discretion, respond to telephone enquiries from distressed patients and their relatives. Occasionally dealing with verbal abuse.
- Organise and record consultants diary ensuring all paperwork is available as needed for appointments and meetings.
- Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers, managers, wards, admissions, outpatients and many other departments. Arranging meetings/appointments and provide information on a day-to-day basis.
- Provide a complete secretarial service including word processing, filing, audio typing, touch-typing, photocopying, faxing and composition of letters, minute taking.
- Ability to maintain leave and sickness records for the Department and liaise with medical staffing and other areas as required.
- Compile and distribute medical staff rotas as required, dealing with changes as appropriate.
- Utilise all modern IT tools available to provide the most efficient use of time and the most effective service software used Microsoft Outlook, Word, PowerPoint and Excel. Also, proficiency in using Trust and Departmental databases
- Typing of reports, statements and theatre lists.
- Comply explicitly with the Trusts Complaints Procedure. Without delay forward to appropriate parties all formal complaints and responses.
- Take and transcribe minutes of meetings as necessary.
- Personally deal with as many enquiries as possible such as arrangements for meetings, answer patients enquiries relating back to them answers and advice as necessary on a regular basis.
- Act as a point of contact for the department.
- Summon service engineers in case of break down to office equipment
- Book catering and refreshments and venues for meetings as required.
- Forward invoices to sponsoring companies with recommendation for payment.
- Assist with locating case notes as required by the department.
- Design and prepare posters and other promotional material, using PowerPoint as required.
- Responsible for the acceptance of deliveries to the department
- Assist other members of the team in times of absence.
- Undertake any other reasonable duties as required. Person Specification
- GCSE English grade C or above
- IT skills
- IT qualification/acquired knowledge.
- Medical terminology or equivalent experience
- Experience of working in an office
- Audio typing/speech recognition
- IT skills
- NHS experience in hospital or other healthcare provider
- Office administration, ideally in a secretarial role
- Secretarial experience
- Evidence of having championed diversity in previous roles (as appropriate to
- Evidence of having undertaken own development to improve understanding of equalities issues
Medical Secretary - Haywards Heath, United Kingdom - University Hospitals Sussex NHS Foundation Trust (279)
Description
Job summary
The Specialty Medicine Department based at Princess Royal Hospital requires an experienced Medical Secretary to join its friendly and supportive secretarial team. You will need a good working knowledge of medical terminology, experience in transcribing documents and previous experience of working in a busy hospital environment. You will be responsible for providing an efficient administrative service including clinic typing & minute taking in a busy environment, supporting several consultants, registrars, nurses and team. You will need excellent computer skills.
The candidate will also have medical terminology experience and keyboard skills to RSA III Standard including audio typing with a working knowledge of the Microsoft Office package especially Microsoft Word.
A good telephone manner and communication skills are essential. A knowledge of the hospital's Patient Administration System, is desirable, although training will be given. The post-holder will be required to demonstrate a professional and sensitive manner at all times. By the nature of the duties, the secretarial post requires to maintain strict confidentiality and will be expected to deal with patients, relatives and visitors with courtesy and discretion at all times.
Main duties of the job
About us
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust. We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it - because we know that to look after others we must first look after ourselves. As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do. We look forward to receiving your application and the start of your journey with UHSussex.
Job descriptionJob responsibilities
Qualifications
Essential
Desirable
Experience & Skills
Essential
Desirable
Equality, Diversity, and Inclusion
Essential