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Great Western Hospitals NHS Foundation Trust
Medical Secretary
Swindon On-site 2-5 yrs exp Hospitals and Health Care 1,833 employees
Medical TypingDiary ManagementMedical TerminologyMicrosoft OfficePatient Record Management
Requirements
Requires NVQ Level 3 or equivalent and RSA II secretarial skills with proficiency in Microsoft Office. Significant experience in a secretarial or clerical environment is essential, with medical terminology knowledge being desirable.
Job Description
Job Summary
Medical Secretary
The post will be an integral part of the General Surgery secretarial group providing an efficient typing service to the division in support of the work for Consultants and other Clinical Staff and the Clinical Lead to maximise patient care.
Main duties of the job
Act as the main contact point for your consultants and other clinical staff related to your specialist clinical area, fielding enquiries in a professional and efficient manner.
Type (audio/copy) clinics letters, medico-legal letters, and general reports and memos for consultants and junior medical staff. Ensuring work is of the highest quality in terms of presentation and layout and dispatch is within agreed timescales.
Open, sort and action post on a daily basis.
Retrieve, log and return case notes/medical records, keeping these in accordance with Trust policy (Case note tracking and Filing in Case notes)
File correspondence, investigatory reports and maintain paper and electronic filing system in the office.
Respond and/or action enquiries (face to face/telephone/email/written) from staff, patients and third parties in a professional and pro-active manner, including liaising with police, solicitors, and social services.
About Us
We are proud to be part of BSW Hospitals Group - a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.
We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.
Job Description
Job responsibilities
Ensure referral letters are collected and assessed daily and that the patient referral letters are moved quickly through the registration system to the booking team.
Ensure all investigatory results are seen promptly by the consultant, or agreed member of team during periods of leave, and processed accordingly.
Work with other team members to cover for and support departmental secretaries including local induction for new starters.
Ensure the consultants diary is up to date, and agree a system for diary management with the consultant.
Facilitate medical staff leave through diary management and communicating with the relevant personnel responsible for processing leave requests.
To take and produce minutes for occasional meetings when required.
To review/audit and establish where appropriate, revised systems to maximise the efficient running of the department.
Person Specification
Qualifications
Qualifications Essential
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .
Medical Secretary
The post will be an integral part of the General Surgery secretarial group providing an efficient typing service to the division in support of the work for Consultants and other Clinical Staff and the Clinical Lead to maximise patient care.
Main duties of the job
Act as the main contact point for your consultants and other clinical staff related to your specialist clinical area, fielding enquiries in a professional and efficient manner.
Type (audio/copy) clinics letters, medico-legal letters, and general reports and memos for consultants and junior medical staff. Ensuring work is of the highest quality in terms of presentation and layout and dispatch is within agreed timescales.
Open, sort and action post on a daily basis.
Retrieve, log and return case notes/medical records, keeping these in accordance with Trust policy (Case note tracking and Filing in Case notes)
File correspondence, investigatory reports and maintain paper and electronic filing system in the office.
Respond and/or action enquiries (face to face/telephone/email/written) from staff, patients and third parties in a professional and pro-active manner, including liaising with police, solicitors, and social services.
About Us
We are proud to be part of BSW Hospitals Group - a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.
We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.
Job Description
Job responsibilities
Ensure referral letters are collected and assessed daily and that the patient referral letters are moved quickly through the registration system to the booking team.
Ensure all investigatory results are seen promptly by the consultant, or agreed member of team during periods of leave, and processed accordingly.
Work with other team members to cover for and support departmental secretaries including local induction for new starters.
Ensure the consultants diary is up to date, and agree a system for diary management with the consultant.
Facilitate medical staff leave through diary management and communicating with the relevant personnel responsible for processing leave requests.
To take and produce minutes for occasional meetings when required.
To review/audit and establish where appropriate, revised systems to maximise the efficient running of the department.
Person Specification
Qualifications
Qualifications Essential
- NVQ Level 3 (or equivalent)
- Educated GCSE (or equivalent) English and Maths
- RSA II or equivalent in secretarial skills and typing.
- Demonstrable working knowledge of Microsoft packages- Word, Excel etc
- Certificate in Medical Terminology.
- European Computer Driving Licence
- Secretary qualification
- Willingness to actively seek personal development and training.
- Significant experience of working as a secretary and/or in a clerical environment
- Demonstrable experience of working with Microsoft Office and databases
- Referral triaging and booking processes
- Hospital patient system such as Medway
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .
Education
High SchoolProfessional Certificate
Skills
Medical TypingDiary ManagementMedical TerminologyMicrosoft OfficePatient Record ManagementReferral TriagingMinute TakingClerical AdministrationCommunication SkillsElectronic Filing
About Great Western Hospitals NHS Foundation Trust
Great Western Hospitals NHS Foundation Trust is one of the top three Trusts to work for in the South West. We employ almost 5,500 staff and serve a population of over 750,000 across Wiltshire and neighbouring counties. Great Western Hospitals NHS Foundation Trust provides acute hospital services (at the Great Western Hospital in Swindon) and community health services across Wiltshire. These services include community hospitals, community nursing and therapy, and children's and young people's services.
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