Support Medical Secretary - REI inPlymouth inPlymouth PUBLISHED
THU 24 OCT 2024
The role of "Support Medical Secretary - REI" at University Hospitals Plymouth NHS Trust involves providing essential secretarial and clerical support to medical staff and consultants, ensuring efficient communication and document management. Key responsibilities include handling patient and GP inquiries, tracing patient notes, arranging correspondence, and transcribing dictation while maintaining confidentiality and adhering to Trust policies. The position requires effective prioritisation of workloads and supporting the medical secretaries during their absences, as well as assisting in the training of new staff.
Candidates will be expected to exhibit a proactive approach to quality initiatives and maintain an orderly office environment, complete with a well-organized filing system for easy access to documents. The role involves interaction with patients, including providing non-clinical advice and dealing with potentially distressing situations. Preference is given to current internal Trust employees and those with relevant experience, emphasizing the importance of adaptability and teamwork within the department.
Candidates will be expected to exhibit a proactive approach to quality initiatives and maintain an orderly office environment, complete with a well-organized filing system for easy access to documents. The role involves interaction with patients, including providing non-clinical advice and dealing with potentially distressing situations. Preference is given to current internal Trust employees and those with relevant experience, emphasizing the importance of adaptability and teamwork within the department.
- Provide secretarial and clerical support to the consultant and medical staff as required.
- Monitor and inform medical secretaries of stationary needs.
- Take appropriate action with regards to telephone calls from patients, GP's and other agencies using initiative, some of which require analysis, and guidance from the medical secretaries, where needed.
- To trace notes (within the Trust and outside Trusts) efficiently or to trace them back to Bush Park in the appropriate manner.
- To arrange for copies of clinic letters to be forwarded to Surgeries or departments in an orderly and efficient manner.
- Frequent requirement for concentration where the work pattern is not predictable i.e. when transcribing dictation and rearranging body of text, punctuation and grammar, especially with strongly accented dictation and to understand the context in order to do this.
- Maintain an efficient filing system for easy retrieval of documents.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
- Required to cover the medical secretaries during annual leave/sickness and adapt to their work place and individual differential layouts.
- To undertake typing in a timely manner.
- To maintain confidentiality at all times and adhere to other Trust policies and procedures and implement any changes to the daily routine.
- Proactively support and enhance the continual quality initiative ensuring a "quality first" approach to all aspects of work.
- To provide non-clinical advice to patients and relatives regarding admission and appointment details.
- Prioritise own workload meeting requirements of medical secretaries including typing clinics, nurses work and x-rays.
- Liaise; report, document and present data collected using appropriate computer software to achieve effective results.
- Sorting and dealing with all correspondence i.e. internal/external post including faxes. Emails and results and filing system.
- To provide support in respect of the medical secretaries and clinical team.
- To assist in the training/mentoring of new support secretaries.
- Regular exposure to distressing/emotional circumstances i.e. typing letter of distressing nature, dealing with distressed patients over the telephone.
- To maintain on orderly office, this can readily be taken over by colleagues/locum where necessary.
- To assist in monitoring shared mailboxes.
About us
- Required to cover the medical secretaries during annual leave/sickness and adapt to their work place and individual differential layouts.
- To undertake typing in a timely manner.
- To maintain confidentiality at all times and adhere to other Trust policies and procedures and implement any changes to the daily routine.
- Proactively support and enhance the continual quality initiative ensuring a quality first approach to all aspects of work.
- To provide non-clinical advice to patients and relatives regarding admission and appointment details.
- Prioritise own workload meeting requirements of medical secretaries including typing clinics, nurses work and x-rays.
- Liaise; report, document and present data collected using appropriate computer software to achieve effective results.
- Sorting and dealing with all correspondence i.e. internal/external post including faxes. Emails and results and filing system.
- To provide support in respect of the medical secretaries and clinical team.
- To assist in the training/mentoring of new support secretaries.
- Regular exposure to distressing/emotional circumstances i.e. typing letter of distressing nature, dealing with distressed patients over the telephone.
- To maintain on orderly office, this can readily be taken over by colleagues/locum where necessary.
- To assist in monitoring shared mailboxes.
- To outcome the virtual glaucoma reporting.
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