Medical Secretary

Job overview

We are seeking an experienced, highly motivated and dedicated Medical Secretary to provide a high-quality administrative and secretarial service within the EMRS Division.

As part of our dedicated Administration Team, you will work closely with clinical staff to support the delivery of excellent patient care. You will be responsible for a range of medical secretarial and administrative duties, including accurate typing and preparation of clinical correspondence, updating and maintaining patient records, and managing information using the Electronic Medical Record System (EMRS).

You will be a well-organised, professional and dedicated individual who is able to communicate effectively and deal sensitively with patients, relatives and healthcare professionals. You will have excellent attention to detail and be committed to maintaining confidentiality while providing a high-quality and efficient service.

The successful applicant will demonstrate the ability to work effectively both independently and as part of a multidisciplinary team. You will be able to prioritise and manage a varied workload, meet deadlines, and maintain accuracy while working in a busy and demanding environment.

Flexibility, initiative and the ability to adapt to changing priorities are essential, as you will be required to respond positively to the evolving needs of the EMRS Division.

***THIS ADVERT MAY CLOSE EARLY, SUBJECT TO HIGH APPLICATION NUMBERS***

Main duties of the job

• Type statements/medical reports etc and liaise with external agencies as necessary
• Ensure competency in e-mail and other IT packages used by the Trust, including maintaining an up-to-date knowledge and complete competency with EPR (Cerner Millenium system), Rio, and other key systems.
• To respond to e-mail in a timely and appropriate fashion with respect to Trust policy on patient confidentiality and data protection.
• To have knowledge and be competent in identifying patient case notes electronically and in hard copy.
• To receive and deal with patient queries (telephone, written, e-mail and in person) in an appropriate and sensitive fashion, which may include handling complaints – referring them appropriately – and dealing with patients who may be in distress.
• Liaison with the Main Outpatients Department to ensure that all clinics are managed within the specified timeframes and that the EPR waiting list is correctly updated.
• Liaison with service managers and clinicians regarding appointment dates and outcomes of clinics should be added. This could include opening, closing and rescheduling clinics on EPR.
• Diary management, room bookings and organising meetings when required.
• Support for meetings including minute-taking when required.
• To undertake photocopying, faxing and other clerical duties.
• To take responsibility for collection and distribution of the department’s mail and other internal documents.

Detailed job description and main responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. For both documents, please view the attachment/s on this page.

The person specification below is not the full person specification but outlines the criteria against which your application form will be assessed.

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.