Medical Secretary inOrmskirk inOrmskirk PUBLISHED
TUE 22 OCT 2024
The Mersey and West Lancashire Teaching Hospitals NHS Trust is seeking an experienced and motivated Medical Secretary to join their ophthalmology team in Ormskirk. The ideal candidate will possess a strong background in medical secretarial work, excellent audio typing and keyboard skills, and a comprehensive understanding of medical terminology. The role involves managing various administrative tasks, prioritizing workloads, liaising with other departments and external agencies, and supporting clinical staff to ensure timely patient care. Previous experience in minute taking and knowledge of office processes within a medical environment are also essential.
Key responsibilities include coordinating administrative duties, managing patient information related to multidisciplinary team meetings, assisting in the introduction of new technologies, and providing secretarial support for educational meetings. The successful applicant will exhibit strong organisational skills, teamwork abilities, and the capability to handle confidential information, while ensuring compliance with the Trust’s policies. Applications are due by 3rd November 2024, with interviews scheduled for 11th November 2024.
Key responsibilities include coordinating administrative duties, managing patient information related to multidisciplinary team meetings, assisting in the introduction of new technologies, and providing secretarial support for educational meetings. The successful applicant will exhibit strong organisational skills, teamwork abilities, and the capability to handle confidential information, while ensuring compliance with the Trust’s policies. Applications are due by 3rd November 2024, with interviews scheduled for 11th November 2024.
We currently have a vacancy within our ophthalmology team for an experienced, enthusiastic and well-motivated Medical Secretary.
A good knowledge of medical terminology along with excellent keyboard, interpersonal and audio typing skills are essential. Experience with minute taking is also essential.
You will be expected to undertake all administrative duties, be well organised, able to plan your own workload using your initiative and work to deadlines.
It is expected that applicants will have appropriate knowledge of working in a medical environment and also demonstrate a background of working in an office environment with the ability to liaise with all relevant departments within the Trust and multiple outside agencies.
Being a team player is essential together with first-rate organisational skills. This post is an important role within the ophthalmology team.
You must:
- Have previous medical secretarial experience
- Have an extensive knowledge of medical terminology
- Experience of minute taking
About us
Closing Date: 3rd November 2024Shortlisting Date: 4th November 2024Interview Date: 11th November 2024
KEY DUTIES
- To evaluate and re-prioritise own workload in accordance with competing demands from patients, medical staff, and others.
- Prioritise work to ensure that medical staff are provided with necessary information to take appropriate clinical action.
- Liaise with the Cancer Services Department of patients to be discussed at the Multidisciplinary Team Meetings.
- In conjunction with the support medical secretary/ies and clerical officer(s) within the department ensure that administrative duties are allocated and completed in a timely manner and distribution of workload is done to utilise the resources and support available.
- Ensure that all investigation results are shown to the relevant clinicians in a timely manner and make arrangements for any follow up actions required eg urgent appointments.
- Where applicable ensure waiting time performance targets are achieved.
- Type theatre lists and distribute as required.
- Co-operate in the introduction of new technology as it may apply.
- Be instrumental in preventing complaints from service users, resolving informal complaints, and supporting the formal complaints process.
- In line with the Trusts standing financial instructions, handle cash/cheques for the Consultants and teams, patients, and other external sources.
- Provide full secretarial support with respect to teaching/meetings as directed by medical staff, e.g. preparing PowerPoint presentations using clinical data and information via the internet.
- Maintain database of clinical activity as required to assist in clinical audit.
- Attend, take and transcribe minutes for ad hoc meetings as required within the Divisions and implement any follow up action points.
- Provide guidance to the support medical secretaries and clerical officer(s) and self-supervision in terms of, liaising with other medical secretaries in the department to ensure an efficient service. When necessary, exercise initiative to allocate work to the support medical secretaries and clerical officer(s) in a fair and reasonable manner.
- Make economical use of supplies. When necessary, maintain control of stock including stationery supplies.
- Deputise for others and provide cross cover within the team during absences.
- Working independently, plan and prioritise own workload following appropriate Trust and Medical Secretary policies and processes, suggesting improvements where necessary.
- Private work may be undertaken by individual arrangement with Medical Staff but should not be done during NHS working hours and must be declared to the Medical Secretary Supervisor.
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Useful skills for a Medical Secretary:
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To work as a Medical Secretary in the UK, you should possess a combination of technical, administrative, and interpersonal skills. Here are the key skills and qualifications that are often required:
Essential Skills:
1. Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and keep track of appointments, medical records, and correspondence.
2. Communication Skills: Strong written and verbal communication skills to interact with healthcare professionals, patients, and other stakeholders.
3. Computer Literacy: Proficiency in using Microsoft Office (Word, Excel, Outlook) and medical software (like NHS systems, EMIS, or SystmOne).
4. Typing Skills: Fast and accurate typing skills are essential for transcription and data entry.
5. Attention to Detail: Accuracy is critical when handling patient records, medical documents, and databases.
6. Confidentiality Awareness: Understanding of patient confidentiality and data protection laws (e.g., GDPR) to ensure sensitive information is handled appropriately.
7. Knowledge of Medical Terminology: Familiarity with medical terminology, procedures, and anatomy to understand documents and communicate effectively in a healthcare environment.
8. Customer Service Skills: Ability to assist patients and address their inquiries empathetically and professionally.
9. Teamwork: Ability to work within a multidisciplinary team and collaborate with healthcare professionals.
10. Problem-Solving Skills: Capacity to handle issues that may arise and find solutions quickly.
Qualifications:
- Education: A minimum of GCSEs in English and Maths is usually required. A qualification in business administration or medical administration can be advantageous.
- Experience: Previous experience in an administrative role, especially in a healthcare setting, is beneficial but not always essential.
- Professional Development: Consider obtaining certifications related to medical administration or secretarial work to enhance your qualifications.
Additional Skills:
- Time Management: Ability to manage time effectively and meet deadlines.
- Adaptability: Flexibility to handle changing workloads and environments in a busy medical practice.
- Knowledge of NHS Protocols: Understanding of NHS procedures, policies, and regulations can be helpful.
Conclusion
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