Medical SecretaryinRotherhaminRotherhamPUBLISHED TUE 11 FEB 2025
Opportunity to work in a reputable organization like The Rotherham NHS Foundation Trust, contributing to public health.
Engagement in a dynamic work environment that allows for teamwork and collaboration with medical professionals, enhancing interpersonal skills.
Role includes a variety of tasks, improving problem-solving and organizational skills as you manage multiple duties simultaneously.
Chance to develop a deep understanding of medical terminology and healthcare processes, which can be beneficial for future career advancement in the medical field.
Opportunity to make a significant impact on patient care by ensuring effective communication and timely processing of medical referrals.
Flexible working arrangements can often be accommodated, promoting a healthy work-life balance.
Training and development opportunities available, supporting personal and professional growth within the NHS.
The role of Medical Secretary at The Rotherham NHS Foundation Trust involves providing comprehensive secretarial support to consultants and medical staff while maintaining strict confidentiality. Key responsibilities include managing a busy workload, communicating effectively with colleagues, patients, and external agencies, and producing accurate medical correspondence and reports to tight deadlines. The Medical Secretary will also be tasked with maintaining filing systems, ensuring that patient case notes are up-to-date, processing urgent referrals, and overseeing the scheduling of appointments.
Additionally, the role requires collaboration within a team to ensure the efficient operation of the department, including covering for colleagues during absences and taking action on phone inquiries. Maintaining accurate records, managing electronic diaries for consultants, and preparing documentation for clinical governance meetings are also essential aspects of this position. The Medical Secretary must demonstrate a strong understanding of medical terminology and data protection regulations while supporting the overall goals of the NHS Trust.
Additionally, the role requires collaboration within a team to ensure the efficient operation of the department, including covering for colleagues during absences and taking action on phone inquiries. Maintaining accurate records, managing electronic diaries for consultants, and preparing documentation for clinical governance meetings are also essential aspects of this position. The Medical Secretary must demonstrate a strong understanding of medical terminology and data protection regulations while supporting the overall goals of the NHS Trust.
Opportunity to work in a reputable organization like The Rotherham NHS Foundation Trust, contributing to public health.
Engagement in a dynamic work environment that allows for teamwork and collaboration with medical professionals, enhancing interpersonal skills.
Role includes a variety of tasks, improving problem-solving and organizational skills as you manage multiple duties simultaneously.
Chance to develop a deep understanding of medical terminology and healthcare processes, which can be beneficial for future career advancement in the medical field.
Opportunity to make a significant impact on patient care by ensuring effective communication and timely processing of medical referrals.
Flexible working arrangements can often be accommodated, promoting a healthy work-life balance.
Training and development opportunities available, supporting personal and professional growth within the NHS.
PREVIOUS APPLICANTS NEED NOT APPLY.
- To ensure strict confidentiality at all times. Comply with requirements of Data Protection Act, Access to Health Records Act and legislation issued in relation to confidential data.
- To prioritise and manage own busy workload in order to provide an excellent comprehensive and efficient secretarial service to the Consultants and supporting staff, as appropriate.
- To work as part of a team in ensuring the efficient running of the Department.
- To ensure close and effective communication with colleagues, patients and their relatives along with external agencies, ensuring electronic distribution lists are up-to-date.
- To undertake the typing of letters/reports within agreed time scales for the Consultants and support medical staff which involves producing a high number of detailed letters and reports which require a high level of accuracy and an understanding of medical terminology.
- To liaise with the appropriate departments and ward staff to process Urgent Inpatient Referrals, together with the typing of any associated correspondence.
- To maintain an effective filing system both electronically and paper based.
- To ensure that all appropriate correspondence is in patient case notes for clinic attendances.
- To provide cover where necessary for departmental colleagues in times of annual leave/sickness and to undertake associated duties.
- Ensuring relevant case notes are available in an agreed timescale for urgent Consultant queries.
- To liaise with the Contact Centre and the Service Manager to ensure appointment slots are used efficiently and to a capacity where patients are seen within agreed timescales.
- To ensure accurate and up-to-date information for the Trust is waiting list requirements as per protocol.
- To ensure relevant clinics are cancelled in a timely manner by e-mailing the Service Manager in times of Consultants annual and study leave.
- To receive phone calls and take appropriate action ensuring effective communication is used and timescales are met.
- To maintain Consultant/s daily electronic diaries/correspondence.
- To prepare agendas, take/type up monthly Clinical Governance Minutes, keeping CG Electronic Distributions List up-to-date for distribution purposes.
- Maintenance of Case note Tracking System as per Trust guidelines.
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Please see attached the job description and person specification for the full details about the role and the responsibilities.
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More about the NHS
The National Health Service (NHS) is a cornerstone of healthcare in the United Kingdom, established in 1948 with the simple yet profound principle of providing healthcare to all citizens, free at the point of use. This revolutionary system aimed to ensure that access to medical services would not depend on an individual’s financial situation, a concept that has since become fundamental to British societal values.Learn more...
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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