Medical secretary - Microbiology

Job overview

The role of the Medical Secretary is to provide a comprehensive secretarial, administration and information service to the Microbiology Department Consultants and to support the Microbiology team.  The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills, audio-typing, communication and organisation skills.  An ability to understand the need for and to maintain confidentiality is essential.

Full training will be provided, previous medical secretarial experience and medical terminology will be advantageous.

Main duties of the job

• Transcription and production of correspondence for the Microbiology Consultants
• Open and prioritise correspondence on behalf of the Consultants.
• Date and stamp all incoming mail, communications and reports.
• Receive, manage and prioritise telephone and personal enquiries, complaints, messages and information from GPs, Consultants, other medical staff and external organisations on behalf of Consultants.
• Undertake self-supervision and effective self-organisation in terms of:-

- Co-ordinating annual and other leave in co-operation with other secretaries and with the approval of management;

- Liaising with other secretary to ensure fair distribution of work by mutual assistance;

• Establish and maintain efficient office system, including filing systems.
• Maintain confidentiality at all times.
• Extract data from patient administration system and other relevant software programmes.
• Produce confidential letters/correspondence for Patients, GP’s and Consultants.
• Contact other laboratories.
• Maintain the Consultant Microbiologists diaries as appropriate
• Arrange meetings, prepare and circulate agendas and documentation as required.
• Circulate laminated posters and information leaflets for wards etc when required
• Circulate Ward audit forms and collate information when required.
• Help with preparation of figures of quarterly and annual reports as requested.

Detailed job description and main responsibilities

The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills, audio-typing, communication and organisation skills.  See attached documents for the full job description and main responsibilities.