Band 3 EHC Supporting Medical Secretary

Job overview

***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***

An opportunity has arisen for a Band 3 EHC Supporting Medical Secretary to join our team within the Community Paediatric Administration Service in the Children and Families Division working with the Education Health Care team.

Based at Park House.  This is a permanent Band 3 post offered on a part time basis, working 20 hours per week.

This interesting and varied role requires the ability to work well on your own initiative whilst being committed to teamwork.  This position also requires good communication skills and the ability to meet the demands of working in a busy environment.

The successful applicant will be expected to display a range of organisational skills.  Accuracy and the ability to work to deadlines is fundamental.   Experience of working with excel spreadsheets, typing, medical terminology and patient administration systems is also required.

You will have the ability to work under pressure, prioritise your workload and to deal with confidential and sensitive issues in a professional manner.

Main duties of the job

Provision of a comprehensive secretarial and administrative service for the Community Paediatric Doctors. Typing of clinical correspondence relating to community-based clinics. An understanding of Medical Terminology would be essential.  General administrative duties including cover for other team members.

Detailed job description and main responsibilities

• Accurate transcription (either by digital dictation, audio or copy typing) of confidential correspondence, reports, notes of meetings and any other correspondence within agreed and acceptable timescales.   Occasionally correspondence, by its nature, may be upsetting.
• Making and receiving telephone calls, both internally and externally, ensuring all messages are taken and relayed accurately to the appropriate member of the Team.  Using own judgement to resolve problems arising.
• Daily contact with members of the Community Paediatric Team,  Acting as a link between the Team and parents/carers by telephone /face to face, ensuring confidentiality is maintained at all times.
• To liaise with patients to book and amend appointments for clinics not booked by the Central Booking Service.
• Prioritise, plan and organise daily workload, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed and acceptable timescales and Standard Operating Procedures.  Ensuring the Admin and Support Services Manager is informed of any changes in the working pattern.
• Ensure incoming mail is opened on a daily basis, date stamped and distributed/acted on in a timely manner.  Ensure all urgent matters are redirected appropriately and promptly.
• Assist in implementing secretarial and administrative policies relevant to the Secretarial Team.
• Arrange meetings, both internally/externally, assisting in the preparation of handouts/presentations as requested.
• Prompt assistance in resolving complaints and concerns from parents/carers.  Where this is not feasible, to ensure the Admin and Support Services Manager is made aware of any issues in order that these can be dealt with and escalated as appropriate.
• Effective maintenance and upkeep of patient case notes, to be kept in good order at all times, checking to see if child already has a current set of case notes and creating new files as necessary.   Accurate and timely filing of patient correspondence and results at all times.
• Photocopying, filing, faxing and general administrative and clerical duties.  Participation, as appropriate, in the replenishment of stationery within the admin area.
• Appropriate disposal and shredding of confidential papers.
• To liaise with the Central Booking Service in relation to any clinic changes that may occur, following local procedures.
• To monitor and maintain stationery stock levels.
• To follow the relevant processes in relation to the booking/typing of the EHC clinics.

Information Technology

• To be conversant with Microsoft Office especially Excel & Outlook, ensuring mail is read and acted upon on a daily basis.
• Maintain good housekeeping on computer (i.e. deleting any unnecessary documents, emails and archiving any emails onto personal drive)
• The post holder will utilise a patient administration system (Rio) and any other information relevant system(s) as required.  To ensure all relevant information entered/held is both accurate and up to date at all times, alerting the Admin and Support Services Manager to any information governance issues
• Production of statistics, under direction, as required.  To assist in creating/formatting spreadsheets, for required information/audit utilising Excel or other software as necessary.

Other Duties

• To ensure attendance and active participation in team meetings.
• Adopting a flexible working pattern within the secretarial team, in order to provide relevant cover for colleagues during periods of annual/sick leave as necessary.
• If applicable, through appropriate training, gain and retain an understanding of the working process/systems of the reception both from an information point of view and ability to cover at short notice during periods of sickness/annual leave as deemed necessary
• Participate in an annual appraisal and personal development plan/objective setting and attend statutory or appropriate training as identified and required by this process.