Support Medical Secretary

Job overview

To provide comprehensive secretarial and administration support, handling first line enquiries from patients, relatives and staff and coordinating waiting lists and clinics for an assigned group of clinicians.

PLEASE NOTE IF WE RECEIVE A LARGE NUMBER OF APPLICATIONS, WE MAY CLOSE THIS VACANCY EARLY.

Main duties of the job

Detailed job description and main responsibilities

• To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
• Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.
• To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
• Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.
• Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
• Provide support to new or junior staff as required. May be required to demonstrate duties to new starters and less experienced staff.
• Maintaining accurate processing and storage of clinical records via both electronic systems and paper-based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.
• Managing own workload, with the support of a Team Leader (or equivalent) being available for reference and advice, ensuring compliance with standards relevant to the role and department, ensuring that a quality service is provided according to agreed policies and Standard Operating Procedures.
• Ordering and maintaining office supplies and stationery as appropriate.
• General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.