Band 3 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 exciting opportunity has arisen to join the Medical Secretarial Team at the NHS Birmingham Dental Hospital & School of Dentistry, part of Birmingham Community Healthcare Trust.

The successful candidate will have relevant office experience and audio typing skills, strong verbal and written communication skills and will provide excellent support to our teams of Dental Consultants, Dental Core Trainees and Dental Students.

Main duties of the job

Work as part of the Medical Secretariat to meet overall service priorities and targets. This will require close liaison with clinical and support staff across the Division, other clinical leadership teams, patient services, and service users

Provide a support medical secretarial service within the Division. Undertake accurate audio/copy typing of medical correspondence and general administration

• Undertake general office duties, which will include answering the telephone, taking messages ensuring comprehensive information is captured as appropriate, photocopying, filing, faxing and associated duties in an efficient and timely manner Support the day-to-day functions of the Medical Secretariat, managing priorities and contributing to the provision of well-led, professional, efficient, accurate and timely service

Detailed job description and main responsibilities

To provide support for written and telephone enquiries on behalf of the Medical Secretariat.

To type urgent and routine NHS clinical letters where required and translate letters from audio recordingsDaily use of outsourcing application for all non-urgent NHS clinical letters

To format NHS letters and process correspondence ensuring accuracy and a high standard of presentation in accordance with agreed Standard Operating Procedures (SOPs).

To assist in achieving national and local performance targets by ensuring clinical letters are processed in the prescribed timescale.

To work closely with the Senior Medical Secretaries to prioritise workload and highlight any urgent requests to ensure deadlines and key performance indicators are achieved.

To support the service during periods of short staffing levels by working with the Senior Medical Secretaries to identify, prioritise and complete tasks.

To deputise in the absence of the Senior Medical Secretaries where required.

To actively engage with the Specialty Management Groups to support the delivery of local and national targets.

To assist in the collation of information for reports, for example medical reports or incident reports for auditing as required.

To input and retrieve data within various computer systems and databases such as patient administrative systems (PAS) i.e., Rio/R4, ensuring data quality and accuracy of any information entered.

To work as part of a wider team and share responsibility to contribute towards the smooth running of an administrative service across the Division.

To provide a patient focused service and be able to communicate effectively and appropriately with patients and staff at all levels.

To use Microsoft Applications (e.g. Excel) for maintaining and managing records and folders within the administration team.

To report any issues or complaints as necessary through the DATIX incident management system.

To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.

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.