Medical Secretary inNorthampton inNorthampton PUBLISHED
SUN 10 DEC 2023
Northampton General Hospital rICk1Svv
- Provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.
- Ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries, medico-legal reports and results, minutes of committee meetings etc are typed and dispatched promptly. This may involve reading reports over the telephone. The majority of the correspondence will be audio typing.
- Provide the focal point of communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries
- Deal with telephone and face to face enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
- Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.
- On receipt of test/investigation results, alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.
- Oversee the patient pathway and ensuring that all necessary appointments, including outpatients, clinics, waiting list etc. are arranged on time, ensure that clinics are utilised to capacity, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards.
- Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up to date.
- Coordinate Clinical Teams diaries to ensure effective time management.
- Record and prepare draft minutes of meetings, specifying decisions made and follow up action required for subsequent approval by the Clinical Team.
- Responsible for stationery stock control, including ordering to ensure adequate resources available for team when required.
- Plan and organise a range of meetings and events, including venue, attendees and travel arrangements.
- Attend meetings, as required (except clinical performance meetings), to ensure effective communication with all service users.
- Demonstration and supervision of workplace activities to other members of the secretarial team as required to maintain a high standard of service to the Clinical Teams.
- Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.
- Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
- Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.
- Maximise the use of innovative IT systems.
Part time Paediatric medical secretary - 20 hours
The Child health Directorate are offering a fantastic opportunity for an experienced part time medical secretary to join the department helping to support our growing team of Paediatric & Neonatal consultants.
The successful candidate will be a hardworking and dedicated individual with an enthusiasm and drive to deliver a quality secretarial service.
The role is likely to start with covering 1 full time Neonatal consultant but with the potential for changes in the future as the service evolves.
The team is friendly and supportive and we are looking for someone who will fit into that well with excellent communication skills and the ability to work well in a team.
To work as part of a secretarial team to support a defined team of clinicians
To provide a comprehensive secretarial and administration support service to the Consultants, medical staff, clinical teams and department on a day-to-day basis
- Provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.
- Ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries, medico-legal reports and results, minutes of committee meetings etc are typed and dispatched promptly. This may involve reading reports over the telephone. The majority of the correspondence will be audio typing.
- Provide the focal point of communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries
- Deal with telephone and face to face enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
- Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.
- On receipt of test/investigation results, alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.
- Oversee the patient pathway and ensuring that all necessary appointments, including outpatients, clinics, waiting list etc. are arranged on time, ensure that clinics are utilised to capacity, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards.
- Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up to date.
- Coordinate Clinical Teams diaries to ensure effective time management.
- Record and prepare draft minutes of meetings, specifying decisions made and follow up action required for subsequent approval by the Clinical Team.
- Responsible for stationery stock control, including ordering to ensure adequate resources available for team when required.
- Plan and organise a range of meetings and events, including venue, attendees and travel arrangements.
- Attend meetings, as required (except clinical performance meetings), to ensure effective communication with all service users.
- Demonstration and supervision of workplace activities to other members of the secretarial team as required to maintain a high standard of service to the Clinical Teams.
- Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.
- Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
- Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.
- Maximise the use of innovative IT systems.
Part time Paediatric medical secretary - 20 hours
The Child health Directorate are offering a fantastic opportunity for an experienced part time medical secretary to join the department helping to support our growing team of Paediatric & Neonatal consultants.
The successful candidate will be a hardworking and dedicated individual with an enthusiasm and drive to deliver a quality secretarial service.
The role is likely to start with covering 1 full time Neonatal consultant but with the potential for changes in the future as the service evolves.
The team is friendly and supportive and we are looking for someone who will fit into that well with excellent communication skills and the ability to work well in a team.
To work as part of a secretarial team to support a defined team of clinicians
To provide a comprehensive secretarial and administration support service to the Consultants, medical staff, clinical teams and department on a day-to-day basis
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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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