Main area: Obstetric
Grade: Band 4
Contract: Fixed term: 6 months (Maternity leave cover)
Hours: Full time - 37.5 hours per week
Job ref: 200-NN-6816622-A&C-Y
Employer: St George's University Hospitals NHS Foundation Trust
Employer type: NHS
Site: St George's University Hospital
Town: London
Salary: £31,944 - £34,937 Pro rata per annum
Salary period: Yearly
Closing: 23/01/2025 23:59
Medical Secretary
Band 4
*The pay scales advertised have been confirmed by NHS England, we are awaiting confirmation of when these will be reflected.
Job overview
To provide efficient and high-quality secretarial and administrative support to the Obstetrics Department. Build key working relationships with the Consultant body, Registrars, Matrons, Midwives, Nursing team, Management team, and all administrative and secretarial colleagues in the Women’s Health Department to provide an outstanding service to all patients. Manage Patient pathway for Obstetric/Fetal medicine patients, ensuring patients are seen in a timely manner. Schedule elective surgery for all patients and ensure theatre lists have adequate capacity, highlighting key concerns in advance. Be an active and supportive member of the department’s administrative and clerical team, providing cross cover across the department.
Main duties of the job
1. Have excellent keyboard and word processor skills in Word and Microsoft Outlook.
2. Identify the most appropriate layout of complex documents, e.g., reports, minutes of meetings, and maintain an organised file management system.
3. Complete all dictation documents using the Dictate.IT software for clinicians, midwives, and nurses within the Women’s Health Service.
4. Produce general correspondence, which may include distressing or emotional contents, ensuring all correspondence meets the Trust’s current formatting standards.
5. Arrange, plan, take, and transcribe accurate minutes for meetings and conferences as required within the Women’s Health Service.
6. Assist in the compilation of reports, audits, teaching materials, research papers, and slides within agreed timeframes as required.
7. Act independently, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed timeframes.
8. Prioritise incoming correspondence, ensuring it is promptly dealt with by the appropriate member of staff.
9. Undertake photocopying/scanning of materials as necessary, uploading letters, referrals, and scan reports onto all appropriate systems.
10. Ensure consultant leave is accurately recorded on to Healthroster and approved by the Service manager.
Person specification
Qualifications and Training
* Good general education including GCSE in Maths or English (or equivalent).
* AMSPAR Diploma (or equivalent business and admin NVQ).
* Customer Care course (or equivalent experience).
Experience
* A minimum of 3 years administration experience.
* Experience working within an NHS Trust.
* Experience in establishing/maintaining robust office systems.
* Experience working within a multi-disciplinary team.
* Experience working within a team that has undergone system/process changes.
Skills
* Ability to work autonomously.
* Computer/word processing skills including proficient knowledge of email and MS Office packages.
* Excellent communication and interpersonal skills.
* Excellent organisational skills.
* Ability to generate own routine correspondence.
* Ability to prioritise and work to strict deadlines.
* Willingness and ability to learn new IT skills and technology.
* Ability to adapt to a changing environment.
* Ability to take minutes of meetings.
* Ability to use Cerner, Electronic Patient Record (EPR), and Dictate IT3.
Knowledge
* Knowledge of medical terminology.
* Knowledge of requirements of confidentiality and the General Data Protection Regulations (GDPR).
* Knowledge of NHS waiting times and how to put this into practice.
* Knowledge of NHS priorities.
We expect all our staff to share the values that are important to the trust – being excellent, kind, responsible, and respectful – and behave in a way that reflects these. More information on the vision and values of St. George’s University Hospitals NHS Foundation Trust is attached below.
Please note that this vacancy may close before the advertised closing date if sufficient applicants are received. Please check your email regularly as all candidates shortlisted for interview will be contacted and informed by email.
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