York and Scarborough Teaching Hospitals NHS Foundation Trust
We are looking for a Medical Secretary to join the Maxillofacial and Dental Specialties Team at York Hospital.
Our successful candidate will work as part of a team, taking a lead role in providing a full and comprehensive PA and secretarial service to designated Consultants and their teams.
The post holder will provide day-to-day work supervision of Assistant Medical Secretaries, Relief Medical Secretaries and administrative staff, within their designated team.
Main duties of the job
* Provide a full and comprehensive personal assistant/secretarial service to Consultants and full clinical team members
* Accurately transcribe complicated dictation with complex medical terminology
* Compose letters as appropriate and undertake transcription of dictation
* Take, write and distribute both formal and informal minutes, associated with departmental/directorate meetings where applicable
* Receive and process all incoming mail, bringing this and other relevant matters to the timely attention of the medical staff, and taking appropriate action, escalating issues to the relevant clinician as needed
* Triage calls, being the first point of contact, dealing sympathetically with people who may be bereaved, distressed or angry, using tact, persuasion and discretion. Assessing priorities.
* Demonstrate excellent organisational skills with the ability to work both independently and as part of a team, prioritising workload, cope with multi-tasks and work to deadlines.
Person Specification
Education, Qualifications, and Training
* GCSE English Language, Grade C or above (or equivalent)
* Evidence of continued professional development
* ECDL
* Qualification or appropriate training in Customer Service
Experience and Knowledge
* Thorough knowledge of medical terminology
* Minimum 2 years secretarial/administrative experience
* Experience of working in a customer focused environment
* Experience of using a variety of IT applications, including Microsoft Office
* NHS Experience
Skills and Attributes
* Ability to communicate with all levels and disciplines of staff, patients, carers and external agencies
* Ability to explain complex information to staff, patients and others as required
* Ability to communicate with people who are upset and angry and deal with situation effectively
* Ability to manage and prioritise conflicting deadlines and pressures
* Proficient audio typist with the ability to accurately transcribe complex audio tapes and type complicated medical information whilst subject to frequent interruption
* Ability to exercise judgement and resolve problems
* Excellent organisational skills
* Ability to assimilate new practices and knowledge
Aptitude and Personal Qualities
* Ability to cope with distressing and emotional situations with patients, relatives and staff
* High level of interpersonal skills, including sensitivity, diplomacy and empathy
* Ability to be flexible and to adapt to new demands
* Ability to get on well with members of a team
* Ability to work on own initiative and be proactive
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such 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.
Employer name
York and Scarborough Teaching Hospitals NHS Foundation Trust
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