Medical Secretary - Band 3 Head & Neck (Maternity Cover) inGloucester inGloucester PUBLISHED THU 14 NOV 2024

Band 3: £24,071 to £25,674 a year per annum FIXEDTERM
FAMILY MATERNITY NHS

Gloucestershire Hospitals NHS Foundation Trust rKIMZDIS

The Gloucestershire Hospitals NHS Foundation Trust is seeking a motivated and organized Medical Secretary to join the Head & Neck Team for a maternity cover role lasting up to nine months. The successful candidate will provide comprehensive administrative and secretarial support, working closely with consultants and healthcare professionals to facilitate efficient patient care and communication. While prior experience as a medical secretary is preferred, it is not essential as full training will be provided. The position emphasises team collaboration, strong communication skills, and the management of patient queries, clinic appointments, and medical correspondence.

Key responsibilities include transcription of medical correspondence, tracking appointment results, liaising with external organisations for patient care, and supporting service improvement initiatives. The role also requires effective teamwork, covering for colleagues as needed, and performing routine office duties. The trust values employee well-being with a flexible working policy and encourages career progression, making it an attractive opportunity for individuals looking to contribute to high-quality patient services.

The Head & Neck Team are looking to welcome a motivated, organised, and efficient secretary into the department to cover a maternity leave post for a period of up to 9 months. You will be will be working closely with consultants and management to deliver surgical care for patient. We are a friendly team who are passionate about working collaboratively to deliver excellent patient care. While previous medical secretary experience is desirable, however not essential as upon joining the team, full training will be given. We actively support career progression, have a generous annual leave policy, and value our team members' health and wellbeing by supporting flexible working where possible.

If you have any questions or would like to arrange pre-application visits to the Department you can contact Jack Medical secretary supervisor on or by email

Additional contract details: Maximum term will be 9 months

The post-holder will provide an efficient, confidential and professional secretarial service to the Head & Neck Team. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of the support team and will report to the Secretary Supervisor.

About us
Key Result Areas
Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

Transcription

Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance.

Outcomes, Results and Clinics

- Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc, to ensure that RTT guidelines are achieved for patients.

Specialty Specific Support

- Providing a comprehensive secretarial support to the consultant surgeons whilst being the first point of call for patients, GPs, family members and other professional colleagues and organisations.

- Regularly informing the Secretary Supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc

- Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc

Service Improvement

- Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.

-As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.

Team-working

- To work cohesively with the Secretary Supervisor to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards

- To cover colleagues during absences/annual/sick leave as directed. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.

- Undertaking routine office duties including electronic note tracking, photocopying and filing of correspondence and results and maintenance of records.

- Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.

- Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

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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 - Band 3 Head & Neck (Maternity Cover): Click to view

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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51.86638641357422 -2.232069492340088 Gloucester

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