Administration Secretary

Job overview

Administration Secretary

AfC Band 3 post - 37.5 Hours

The Gynaecology service is looking to recruit an enthusiastic, self-motivated secretary to complement our existing friendly team. Your involvement in our team will help fulfil our commitment to delivering a comprehensive, medical audio and word-processing service to the clinical team.

You will have good organisational skills and be able to manage your workload effectively. It is desirable for you to be competent in using Careflow and Dragon dictation software

We require good communication skills and an excellent telephone manner and professionalism is expected within this role at all times. You will have a good command of the English language with the ability to understand and accurately convey verbal and written information.

This post will also be trained in Gynae Easibook and Colposcopy admin to enable cross-cover of services as well as support Care Group Administration

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.
• 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.
• To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
• Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, as well as booking clinic appointments, which may require tact and persuasive skills or where there are barriers to understanding.
• 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.
• Provide support to new or junior staff as required. May be required to demonstrate duties to new starters and less experienced staff.

Detailed job description and main responsibilities

• 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.
• 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.
• To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
• Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, as well as booking clinic appointments, which may require tact and persuasive skills or where there are barriers to understanding.
• 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.
• Provide support to new or junior staff as required. May be required to demonstrate duties to new starters and less experienced staff.
• 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.
• Managing own workload, with the support of a Team Leader (or equivalent) being available for reference and advice, 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.
• Ordering and maintaining office supplies and stationery as appropriate.
• General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.

* Any other reasonable duties required by line manager

NB: This post holder will be required to support Medical Secretaries, Gynae Easi-Book and Colposcopy admin service. They will also support the Care Group Teams administration needs when required

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.