Medical Secretary Respiratory Medicine Band 4 (fixed term)
Administrative and Clerical Band 4 (37.5 hrs) - fixed term to cover maternity leave. Secondment Opportunities will be considered.
Applications are invited from hardworking and motivated individuals to provide a high quality medical secretarial and administrative service as part of the medical secretarial team within the Respiratory Department. You will be based at the Queen Elizabeth Hospital Gateshead.
Main duties of the job
You should have previous medical secretarial experience, preferably within an acute medical setting, and knowledge of a full range of secretarial procedures. A working knowledge of a variety of software programs and RSA/OCR Level 3 typing/audio/word processing or equivalent level of experience is required. A good understanding of medical terms is essential.
Excellent written and verbal communication skills, along with excellent organizational and planning skills, are necessary. Proficiency in the use of Windows and Microsoft Word is required, and a working knowledge of Careflow is also desirable.
The post holder will be expected to manage their own workload and will need to use a significant amount of initiative and discretion in the discharge of all duties, handling queries/enquiries efficiently and professionally.
Duties will include typing clinical letters for the team using digital dictation (Winscribe), booking and sending out appointment letters, handling case notes, requesting orphan data filing, managing waiting lists, and coordinating admission dates. Accessing and entering data into various computer systems such as Careflow, ICE, Filefast, and Bluespier is also a key part of the role.
Job responsibilities
* Overall responsibility for providing an efficient administrative support service to clinicians to meet internal and external standards/performance indicators.
* Line Management responsibility for staff in department/group or departmental processes (e.g., sickness absence, appraisal, recruitment & selection, annual leave cover).
* Provides support to identified clinicians: managing diaries; supporting software systems, organizing meetings, rotas, leave & associated cover.
* Investigate and collate information for DATIX incidents/complaints as required by clinicians or service management.
* Oversee patient pathway (RTT, Diagnostics and Cancer) progress for nominated clinicians; calculating referral to treatment dates and monitoring progress.
* Oversee the smooth running of nominated clinics; managing and maximizing capacity, cancellations & rescheduling.
* Main point of contact for patients and third parties to resolve queries.
* Provide information to assist performance reporting and resolution of queries or complaints.
* To provide a service for the transcription and typing of communications, reports, and correspondence.
* To monitor expenditure for a delegated budget from the relevant Administration Manager.
Person Specification
Qualifications
* NVQ 3 Certificate in Business Administration or equivalent experience
* RSA 3 in Typing or Word Processing or equivalent experience
Experience
* Experience of working in NHS or healthcare environment
* Experience of working in secretarial or office environment
* Experienced in using Microsoft Office packages
* Experience of problem-solving non-routine issues
* Transcribing formal minutes of meetings and creating databases/spreadsheets
* Dealing with difficult patients/carers
* Experience of supervising/managing staff
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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