Band 3 Medical Secretary - Paediatrics/Neonates
The closing date is 26th Jan 2025
Job Summary
We are looking for two full-time Band 3 Medical Secretaries to join our fantastic team of Neonatal and Paediatrics Secretaries. You would be expected to provide a comprehensive secretarial and administrative service within this busy department. This role will entail working closely with our Clinical Teams to ensure safe and effective management of patients; you will be the first point of contact, so excellent communication skills are essential. Our Medical Secretaries provide a highly valued service, so we seek individuals with experience and a proven track record in a secretarial/administrative role, preferably within a healthcare environment. You should possess accurate audio-typing skills, be well-organised, able to multi-task, and remain calm under pressure with the flexibility to respond to changing service demands at short notice. Familiarity with MS Office and the ability to quickly learn new IT systems is required. Experience with trust systems such as Oceano and Dragon is advantageous. One role will be based at Heartlands Hospital, while the other will require cross-site working between Good Hope Hospital and Heartlands Hospital. We also offer flexible working within the department.
Key Responsibilities
1. Type from audio dictation and/or copy type from written documentation to prepare letters, emails, reports, and minutes of meetings.
2. Book, reschedule, and cancel patient appointments and manage patient partial booking lists.
3. Build, reschedule, and cancel clinician's clinics based on availability.
4. Exercise initiative and judgement when dealing with inquiries and telephone enquiries.
5. Maintain clinician's diaries as required.
6. Input and look up data on trust IT systems in accordance with trust policy.
7. Ensure post is opened daily and dealt with accordingly.
8. Arrange agendas, meetings, and appointments as necessary.
9. Photocopy and scan letters and documents as required, along with other general administrative tasks.
About Us
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.
Our commitment to our staff is to create the best place for them to work, and we are dedicated to investing in their health and wellbeing, offering flexible working where possible and a variety of training and development opportunities.
UHB is committed to ensuring that our staff are treated fairly and feel that they belong, creating a kind and inclusive environment. Our commitment to an inclusive culture is embedded at all levels of the organisation.
Person Specification
Qualifications
1. Good General Education (e.g., GCSE English and Maths A-C, 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
Experience
1. Experience of dealing with the public/customer service experience
2. Experience of working with a range of Microsoft Office packages (e.g., Word, Excel, and Outlook)
3. Experience of using IT systems
4. Experience of working in a busy environment
5. Experience of working in healthcare
Additional Criteria
1. Good communication/customer care skills both written and verbal demonstrating sympathy and compassion
2. Good organisation skills and ability to multitask
3. Ability to deal professionally with inquiries from staff
4. Ability to problem solve
5. Understand confidentiality and apply the principles
6. Ability to pay attention to detail
7. Ability to deal with stressful situations
8. Work effectively and flexibly as part of a team
9. Confident in dealing with people at all levels
10. Must demonstrate an understanding of equality and diversity
11. Mature open and flexible approach to work
12. Demonstrates care and compassion
13. Good inter-personal and communication skills
14. Demonstrates reliability, motivation, and commitment
15. Ability to travel to multiple sites
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 (formerly known as CRB) to check for any previous criminal convictions.
For Help with Your Application, Contact:
07770431172
Contract
Permanent
Working Pattern
Full-Time, Flexible Working
Reference Number
304-9005261DO
Job Locations
Trustwide, Mindelsohn Way, Birmingham, West Midlands, B15 2TH
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