We are seeking to recruit an enthusiastic and motivated Medical Secretary Supervisor to join our friendly team and provide full secretarial support within the Oncology Department at University Hospitals NHS Foundation Trust (BHH site). The successful candidate will be required to be a key member of the secretarial team, taking a lead role in supporting consultants and their clinical teams by providing a professional and high-quality PA/Secretarial and administrative service at all times. Duties include typing dictation, booking outpatient appointments, answering patient queries, and managing the consultants' clinics to meet service provision and Trust targets. The post holder will be required to work as part of a team, providing support to cover the annual leave of colleagues. The role also encompasses supervision of junior secretarial/admin staff within the office.
The Oncology Department is a busy and demanding department that delivers care across Heartlands, Good Hope, Solihull, and The Queen Elizabeth Hospitals. This is a fantastic opportunity for a Medical Secretary who relishes a challenge and is able to work under pressure.
The successful candidate will ideally hold the following qualifications; GCSE or equivalent pass in English language, RSA III typing/word processing, and the AMSPAR diploma or equivalent.
Key Responsibilities
1. To provide a complete confidential general and medical secretarial service for the Consultant(s) and their medical team, including the organization of meetings, preparation of agendas, and taking of minutes.
2. To manage the daily schedule of the medical team diary, working independently to tight deadlines to achieve Trust standards and targets.
3. To touch type from audio and/or shorthand various documents, requiring an understanding of medical terminology and high levels of concentration.
4. To use various Microsoft Office Software programs including Outlook, Word, PowerPoint, Excel, and Access to produce clinical letters and other correspondence.
5. To provide day-to-day supervision to secretaries/clerical officers, allocating and monitoring work.
6. To train Medical Secretary trainees and provide reciprocal cover for the secretarial team during annual leave and sickness absence.
Person Specification
Qualifications
1. Good General Education (e.g., GCSE English and Maths A-C) GCSE Level 9-4.
2. Business Administration NVQ level 3 or equivalent experience in a clerical environment.
3. AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology.
4. Working knowledge of medical terminology.
Experience
1. Experience of working as a Medical Secretary.
2. Experience of dealing with the Public/Customer service experience.
3. Experience of working with a range of Microsoft Office packages (e.g., Word, Excel, and Outlook).
4. Experience of using IT systems.
5. Experience of working in Healthcare.
6. Good organisational skills and ability to multitask.
7. Able to use own initiative and deal with unpredictable situations.
8. Able to work under pressure and to deadlines.
Additional Criteria
1. Good communication/customer care skills both written and verbal, demonstrating sympathy and compassion.
2. Ability to deal professionally with enquiries from staff, patients, and visitors.
3. Ability to problem solve and understand confidentiality principles.
4. Ability to work effectively and flexibly as part of a team to meet service needs.
5. Must demonstrate an understanding of equality and diversity.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and a submission for Disclosure to the Disclosure and Barring Service will be necessary to check for any previous criminal convictions.
For help with your application, contact:
01214243703
Job Details
Band: Band 4
Contract: Permanent
Working Pattern: Part-Time, Flexible Working
Reference Number: 304-9002607
Job Locations: Heartlands Hospital, Bordesley Green E, Birmingham, West Midlands, B9 5SS
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