Assistant medical secretary

Job overview

We are looking to recruit a highly motivated and enthusiastic person with administration experience to join our Team within the Paediatric Department at Queen Elizabeth Hospital in Gateshead. This is a fixed term post for 6 months to work Monday to Friday 9-5.

Main duties of the job

• Provide a high quality clinical typing service as delegated by the Admin Manager or Senior Medical Secretary, including; clinic instructions/outcomes, update routine information in procedural documents etc.
• Action tasks arising from typing; including updating systems, outcome codes, internal referral, IPT & image transfer.
• Working to the Departmental typing & turnaround guidelines ensuring GPs/Patients receive letters in a timely manner.
• Knowledge of medical terminology.
• Provide information to assist performance reporting and resolution of queries or complaints (e.g. PALS/InPhase) as required.
• Support Multi-Disciplinary Team Meetings when necessary, as delegated by the Admin Manager. This may involve populating proformas, attending meetings, taking minutes and following up on actions from clinic.
• During absence cover be a main point of contact for patient and third parties (e.g. other clinicians, GP, police, social care, legal) to resolve queries, respond to requests for information or notify third party of information as required by clinicians.
• Demonstrate excellent organisational skills, flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity.
• Provide cover for the Children's outpatient Department Reception and provide cover for the ward clerks when necessary.

Detailed job description and main responsibilities

• Dealing with telephone queries, checking patient information with clerical staff/patients. Communicating information verbally and in writing, routine information with patients and staff on, for example discharge, admission, transfer. May be barriers to understanding for example anxious patients, cultural differences, language or communication difficulties.
• Resolves problems, eg locating notes, appointment issues, follow up actions when responding to queries, escalating issues when necessary.
• Organises own workload/patient referral outcome actions to ensure services are delivered to meet internal and external quality/performance requirements.

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.