Senior Obstetric Medical Secretary - Maternity Leave Cover

Job overview

If you are inspired at the thought of delivering integral support within a team passionate about providing the best care for women and their families, this may be the role for you!

This is a Fixed Term or Secondment opportunity to cover Maternity Leave. Secondment would be accepted with prior approval from your line manager.

We are looking for an enthusiastic individual to join the obstetric and maternity department, playing a key role within our clinical teams as a senior medical secretary.

Our services run Monday to Sunday, including bank holidays, however this role will be focused on supporting the clinical teams during the Monday-Friday working week. This is a substantive position.

Working within our Trust, you will receive excellent benefits, including access to:

• Competitive NHS Pension Scheme
• Local/UK NHS Discount schemes
• Training and development opportunities through annual appraisal-reviews
• Comprehensive Health and Wellbeing support from our award-winning team

Main duties of the job

Applications are invited from enthusiastic, adaptable individuals who would enjoy working as part of a friendly team providing the obstetric service in this busy department.

To provide a full administrative service, to include clerical and secretarial support for its consultant obstetricians and junior doctors. This will include (but is not limited to) the typing of and distribution of patient communications, taking minutes, diary management, Multi-disciplinary Team (MDT) coordination, answering telephone queries, maintaining waiting lists and booking appointments.

You will be able to work as part of a team, be able to demonstrate adaptability and initiative and have good communication and organisational skills. Applicants are required to have good keyboard skills and a working knowledge of NHS IT systems would be desirable, although full training will be provided.

This is a fixed term, part time position (22.5 hours must be available on Wednesday and Friday), although we would welcome applications from suitable applicants who would prefer different hours. If you would like to work less than full time, or non-standard hours, please specify this in your application and we will be happy to discuss with you at interview.

Detailed job description and main responsibilities

• To provide secretarial support for the efficient operation of the department
• Diary management for the Consultant Surgeons
• To act as a contact point, liaising between patients, medical and nursing staff and other internal and external organisations taking clear and concise messages when required, using personal judgement and sensitivity to resolve as necessary
• To receive, sort and prioritise daily correspondence for clinicians as required, resolving as appropriate and ensuring all clinical reports/requests are brought to the attention of the relevant clinician to enable appropriate action to be taken
• To receive and act upon telephone calls and face to face enquiries from patients, relatives and staff giving advice and information in a prompt, helpful and professional manner, handling conversations with sensitivity and confidentiality.
• Accurately maintain waiting lists where required, including those for pre-pregnancy counselling and post-natal follow-up appointments.
• To be responsible for the tracking of all medical records and x-rays to and from the department and to ensure that they are kept in a tidy order when they are in the department
• Able to use (or be prepared to learn) the in-house Patient Administration System and other hospital IT systems ensuring that the department functions within the Trusts standards for the integrity of data collection
• To work closely with senior colleagues within the team to ensure effective secretarial support and cover
• Work together as an effective team worker, providing cover for colleagues in times of absence / annual leave as requested by line manager
• Undertake photocopying, filing and other general administration duties such as monitoring stationary supplies to ensure the efficient running of the office
• Willingness to support and assist junior members of the team and others across the maternity & obstetric department as required, including assisting in the training of new starters
• Willingness to undertake further training and development
• Promote and uphold excellent standards in customer service
• Maintain terms of references and agendas and take/distribute minutes at several monthly meetings, please note this may include topics related to Bereavement and Miscarriage
• Coordinate and provide administration for MDT meetings, manage outcomes and liaise with clinician's and patients.
• The post holder will be expected to make changes in own work practices in accordance with service needs and demands and offer suggestions for improving services
• Such other reasonable duties, appropriate to a Band 4, as agreed with the line manager from time to time