Medical Secretary

Job overview

We are looking to recruit an enthusiastic and motivated Band 4 Medical Secretary to join our experienced team providing confidential administrative and secretarial support for our Learning Disability Consultant Psychiatrists and medical staff based at Prospect Park Hospital, Reading, Berkshire. Candidates should be flexible and adaptable in their approach and be able to work as part of a team as well as on their own initiative. Previous secretarial experience is essential as good audio typing and word processing skills. This role will involve the transcription of dictated and handwritten notes for clinic letters and correspondence. Previous experience of working in the NHS or other medical services would be desirable – including using electronic patient records systems/databases.

This is a part-time role for up to 30 hours and we try to offer a flexible approach regarding the working pattern. There is a requirement to be based in the office at Prospect Park Hospital to provide cover Monday - Friday which is shared amongst the team/colleagues.

Please note: This role is not eligible for Skilled Worker visa sponsorship under current UK immigration rules. Applicants must already have the right to work in the UK.

Main duties of the job

• To transcribe from recorded dictation or handwritten notes all discharge summaries, clinic letters and all other correspondence generated by the Consultant Psychiatrist and relevant medical colleagues i.e. Reports for the Courts, Tribunal Meetings, Care Plan Approach Meetings, Case Conferences and Minutes of Meetings.
• Managing the Outpatients Clinics by inputting appointments in advance using the client record system (RiO) and ensuring they are noted in the diary, making sure they do not coincide with other meetings/clinics. Confirming appointments by letter and telephone.
• Processing referrals by inputting, allocating and uploading relevant documents onto RiO system.
• Inputting the month end statistics of clients seen by the Consultant and relevant medical colleagues.
• To deal with telephone callers and visitors to the department in a courteous manner giving appropriate advice; taking and relaying messages and enquiries and keeping a record of these ensuring good working relationships with Trust staff and external contact are maintained. To receive emails and fax messages and relaying them promptly.
• To check through the clients’ medical notes for appointments and ascertain if any results are required.

Detailed job description and main responsibilities

The “must haves” for this role:

• Secretarial experience
• Audio typing/transcribing skills
• Word processing skills
• Knowledge and experience of NHS or other medical services would be desirable

For further information about the role, please see attached job description and person specification. Your application is your opportunity to demonstrate to us how you meet the requirements of the role. We recognise that AI tools can support accessibility, equity and confidence for applicants. However, it’s important that examples and responses given in your supporting statement genuinely reflect your own experience and abilities, as these will be explored further during the selection process. AI must not be used to provide misleading or false information during any stage of the application journey.

In addition to explaining how you meet the person specification, you must complete your employment history for at least the last five years. Any experience, skills or responsibilities referenced in your supporting statement should be evidenced within your employment history. Applications that do not include sufficient employment history to support the experience claimed may not be shortlisted.

We’re committed to equal opportunities and welcome applications from all sections of the community. Our commitment to inclusion is reflected in our accreditations: Stonewall Proud Employer, Race Equality Matters Silver Trailblazer, Neurodiversity in Business Corporate Member, Disability Confident Leader, Carer Confident Level 2, and the Armed Forces Covenant Gold Award. Reasonable adjustments will be provided to candidates as needed

We welcome a conversation about flexibility and any other questions you may have. Please don’t hesitate to email: sonia.yu@berkshire.nhs.uk who’ll be delighted to help.

Please note, if we receive a high number of applications, we may close this role earlier than the advertised closing date, so please submit your application as soon as possible.

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.