To provide administrative and secretarial support to the Women’s Health Clinical Service Line at Bedfordshire Hospitals NHS Foundation Trust. The post holder will assist in a range of medical secretarial duties.
Provision of a secretarial service, including filing, transcription of dictation, photocopying, process incoming mail etc.
Be aware of patient’s situations/pathways in relation to GP requests, Consultant’s treatment programmes, hospital admission, treatment, test and results and ensure these comply with current Trust policies and government referral to treat waiting times
Respond proactively and promptly to enquiries received from patients, medical staff, multi-disciplinary teams and other internal and external contacts escalating to the Medical Secretary where appropriate
Bring to the attention of the appropriate medical staff all investigation results and to take action as necessary
Work closely with Consultant, full clinical team members, Medical Secretary and administration team to ensure the delivery of co-ordinated and consistent patient care. Work closely with other clinical, non-clinical, internal, and external staff to ensure efficient team working in support of the Clinical Service Line.
Ensure an efficient secretarial service is maintained in the absence of colleagues, providing cover as necessary for multiple clinicians.
Responsible for maintaining current patient records within Trust guidelines and policies
Ensure correct formatting of letters using the Trust’s web forms as well as other IT programmes
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology.
Our Values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
1. Provision of a secretarial service, including filing, transcription of dictation, photocopying, process incoming mail etc.
2. Be aware of patient’s situations/pathways in relation to GP requests, Consultant’s treatment programmes, hospital admission, treatment, test and results and ensure these comply with current Trust policies and government referral to treat waiting times
3. Respond proactively and promptly to enquiries received from patients, medical staff, multidisciplinary teams and other internal and external contacts escalating to the Medical Secretary where appropriate
4. With Support from the Medical Secretary communicate effectively with patients and colleagues to resolve issues to the benefit of both the patient and the organisation
5. Bring to the attention of the appropriate medical staff all investigation results and to take action as necessary
6. Respond in a professional and sensitive manner when dealing with confidential issues
7. Deal empathetically and sensitively with patients’ emotions, anxieties and frustrations both face to face and over the telephone
8. Provide secretarial/administrative support to the full clinical team.
9. Work closely with Consultant, full clinical team members, Medical Secretary and administration team to ensure the delivery of co-ordinated and consistent patient care. Work closely with other clinical, non-clinical, internal, and external staff to ensure efficient team working in support of the Clinical Service Line.
10. Ensure an efficient secretarial service is maintained in the absence of colleagues, providing cover as necessary for multiple clinicians.
11. Participate in team, professional and personal development activities and promote commitment to continuous development and improvement
12. Assist in training new colleagues/trainees/temporary staff, including introduction into working practices and procedures within the Clinical Service Line as appropriate
13. Under the direction of the Medical Secretary or Medical Secretariat Manager assist in the implementation of procedural changes to working systems/processes
14. Constantly review working practices, propose changes to increase efficiency of service and assist in implementing improvements both in own area and other related areas
15. Contribute to Departmental/Clinical Service Line objectives and find ways to assist meeting them
16. Responsible for maintaining current patient records within Trust guidelines and policies including use of the RTT monitor
17. Offer a broad knowledge and experience of using a variety of IT applications in a Windows based environment
18. Ensure correct formatting of letters using the Trust’s web forms as well as other IT programmes
19. Undertake any tasks relevant to the work of an assistant/relief medical secretary which may develop as a special requirement of the Clinical Service Line
20. Highlight problems and advise Medical Secretary or manager of any difficult or sensitive issues
21. Maintain patient confidentiality in line with Trust policies and procedures
22. Use appropriate language, speech and vocabulary and take steps to modify if communication barriers are identified
23. Contribute to the health, safety, and security of the working environment by being familiar with and complying to Trust policies and procedures
24. Arrange where necessary translators for non-English speaking patients and/or sign interpreters for those with hearing impairments
25. Be responsible for efficient use of resources e.g., ensuring adequate stock levels of stationery items are maintained
This advert closes on Monday 3 Mar 2025