Assistant Medical Secretary

Job overview

The purpose of this job is to provide secretarial support to the Specialty Team in Obstetrics and Gynaecology by typing letters and reports, dealing with telephone queries and ensuring appropriate diagnostic investigations are arranged; working on your own initiative using knowledge, skills and experience to manage and prioritise workload independently in accordance with operational standards and protocols.

Main duties of the job

• To type clinic letters, correspondence, reports from digital dictation for the Consultant, Middle Grade and junior medical staff in adherence with standard turnaround times.
• To manage own work ensuring all clinic letters are typed in chronological order.
• To ensure 3-signed correspondence is checked and dispatched daily.
• Forwarding letters/reports by either: - post, fax, telephone or e-mail as required.
• To ensure any dictated requests are actioned appropriately and to notify the relevant medical secretary to maintain communication, a good service and efficient records.
• Answering departmental phone calls in a courteous and professional manner.
• To review data quality reports as required and update in Administration systems as necessary.
• Maintain an up-to-date knowledge of Departmental procedures.
• To be able to provide cover for Band 4 medical secretary in times of annual leave/absence.
• To maintain confidentiality at all times.
• To ensure awareness and understanding of the data protection act and other national and local NHS guidelines/policies as required.

Detailed job description and main responsibilities

• To type clinic letters, correspondence, reports from digital dictation for the Consultant, Middle Grade and junior medical staff in adherence with standard turnaround times.
• To manage own work ensuring all clinic letters are typed in chronological order.
• To ensure 3-signed correspondence is checked and dispatched daily.
• Forwarding letters/reports by either: - post, fax, telephone or e-mail as required.
• To ensure any dictated requests are actioned appropriately and to notify the relevant medical secretary to maintain communication, a good service and efficient records.
• Answering departmental phone calls in a courteous and professional manner.
• Ensure all patient notes retained in the office or sent out of the office are traced on Patient Administration System (PAS)/Maxims system
• Make sure the notes are complete, correspondence filed before the notes are returned to Health Records.
• To review data quality reports as required and update in Administration systems as necessary.
• Maintain an up-to-date knowledge of Departmental procedures.
• To be able to provide cover for Band 4 medical secretary in times of annual leave/absence.
• To maintain confidentiality at all times.
• To ensure awareness and understanding of the data protection act and other national and local NHS guidelines/policies as required. Personal Development:
• To maintain up to date skills as required to provide an efficient service.
• Maintain a full and comprehensive knowledge of medical and drug terminology, and theoretical knowledge of procedures carried out within the department.
• To attend/complete all mandatory training, ie. Attend courses or by e-learning.
• Minimise hazards in the working area and report any identifiable hazards to the line manager.
• Maintain personal portfolio and attend annual staff performance and development review (SPDR) annually with Team Leader.