Band 4 Medical Secretary - General Surgery inSolihull inSolihull PUBLISHED MON 11 NOV 2024

We are seeking an enthusiastic, driven and motivated individual to join us in our Solihull General Surgery Colorectal team. The post will primarily consist of working for a dynamic consultant who you will be responsible for, in turn you will be surrounded by a team of positive and like minded individuals.

You will experience a range of different secretarial duties on a day to day basis and contribute to supporting a popular surgical speciality within UHB.

The post holder will be expected to work 30 hours per week, hours and days will be discussed with the successful candidate on appointment with the Office Manager.

Home working arrangements can be considered.

You will be required to:-

- Manage your consultant diary adapting to change and adjustments

- Provide excellent PA skills/service to your consultant on a daily basis

- Have an eye for detail and accuracy when handling all types of correspondence

- Ensuring letters are typed and finalised within trust targets

- Contact patients, GP surgeries, external trusts and tertiary services as and when required

- Ensuring patient care is your priority and patient satisfaction is adhered to

- Deal with sensitive information appropriately and take necessary steps confidentially

- Support with the introduction and development of new starters who may join the team

- Have a 'can do' attitude to new tasks which may rise within the department

- Works with initiative and aims to resolve issues independently where possible

About us

Communication:

• Provide excellent telephone skills. Accurately record telephone messages and other enquiries and refer as appropriate
• To provide a point of contact for patients/relatives/carers, GPs and other Health Care Professionals who can be emotional and highly distressed, ensuring that any language or other communication barriers are overcome
• Provide effective communication and problem solving both face to face and via telephone
• Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with difficult situations
• Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

Analytical and Judgemental Skills/Freedom to Act:

• Ability to make decisions and take actions relating to enquiries
• Ability to recognise situations that should be referred onto the Line Manager and take prompt and appropriate action
• To sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents require urgent action and which may be passed directly to other areas for action

Planning and Organisational Skills:

• To manage and progress results of patient investigations and on receipt, prioritise and action according to clinical need, with guidance from the medical team
• Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
• Prioritise own work load to meet the needs the service user
• Arrange and prioritise meetings and case conferences as appropriate
• Arrange meetings as and when required

Policy and Service Responsibilities:

• Work collaboratively as part of an integrated team
• Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct and ensure they are adhered the across the team
• Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services

Responsibility for Financial and Physical Resources:

• Have a personal duty of care for all equipment and resources used
• Maintain stock control of stationery / clinical supplies

Responsibility for Staff:

• Day to day supervision of secretaries/clerical officer, allocating and monitoring work on a daily basis
• Participate in the induction and training of all new members of staff
• Demonstrate own activities to new / less experienced staff

Responsibility for Information:

• To liaise with medical records with regard to availability of medical notes for forthcoming clinics, ensuring where possible, all results/correspondence are available for the patient's clinic appointment
• To develop and maintain an efficient individual filing system on behalf of the team to include correspondence, reports, complaints, research and results
• Be responsible for confidentiality in line with Trust policy and procedures
• Accurately input data/confidential data using a variety of Trust IT systems in a timely way
• Prepare and scan information onto the Trust IT systems
• Ensure all information held is kept up to date
• Be responsible for the quality of information, photocopy and distribute documents as required
• Shred and destroy confidential documentation in line with Trust policy
• Provide information / produce basic routine reports at an appropriate level under supervision
• Input staff information into the Electronic Staff Record adhering to confidentiality and only accessing the information required to fulfil the role /task