Job summary
The Stroke & Care of the Elderly department are looking to welcome a motivated, organised, and efficient Secretary into the Team. The post-holder will provide an efficient, confidential and professional secretarial service to the medical staff and their supporting team. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of the Stroke & Care of the Elderly team but also support the Secretarial Team as needed.
This role would also be suitable for those looking to progress to Band 3 from a Band 2. The successful candidate must be willing to work toward the requirements of a Band 3, with wider support from the Department to meet the role specific requirements set out below.
If you have any questions or would like to arrange pre-application visits to the Department you can contact the Secretary Supervisor Jacqui Bowers on 0300 422 6455 or
Main duties of the job
The post-holder will provide an efficient, confidential and professional secretarial service to the Stroke & Care of the Elderly department. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of the support team and will report to the Secretary Supervisor.
About us
The service will offer a supportive environment for learning and development and the opportunity to build upon existing knowledge and experience in these new innovative roles.
The Stroke & Care of the Elderly team is a friendly department that work to a high standard to ensure we are delivering a high standard of patient care.
Job description
Job responsibilities
The Medical Secretary is responsible for:
-Providing a comprehensive secretarial and administrative service to the medical staff and their supporting team.
- Providing cover for colleagues in their absence to maintain service levels
- Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians.
- Ensuring all clinics are used to their full capacity and that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity
-Regularly informing the Secretary Supervisor about progress and flags up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Managing the pathway for patients referred in under the two-week wait ensuring they are monitored to minimise/avoid breach
- Carrying out regular review and administrative validation of the clinicians Return Outpatient Wait list
- Supporting the achievement of Trust performance by ensuring administrative standards are met, typing times, test results passed to clinician and any potential 52-week breaches are escalated to the clinician, secretarial supervisor or AGM/DGM to avoid breach.
- Ensuring all clinic cancellations/alterations are dealt with efficiently and in line with the Trusts 8 week annual/study leave policy.
Please see attached Job Description for a more detailed breakdown of the role and responsibilities.
Person Specification
Experience
Essential
1. Appropriate experience in a hospital or office environment
Desirable
2. Experience of working as a secretary
3. Understanding and previous experience in medical terminology
Qualifications
Essential
4. GCSE English and Maths at Grade C or above, or equivalent
5. IT experience of Microsoft Office packages
Desirable
6. Typewriting / word processing RSA Level 3 or equivalent practical experience
7. NVQ in Administration level 2
Knowledge, Skills, Abilities
Essential
8. Personally resilient and able to manage complexity and work in an ambiguous or changing environment.
9. Able to prioritise own workload and that of others as appropriate
10. Good command and understanding of English, punctuation and grammar
Desirable
11. Knowledge and awareness of health and safety issues, risk management, and data protection act