Main area Medical Secretary Grade Band 4 Contract 12 months (Fixed term / secondment due to funding) Hours Part time - 35 hours per week (Monday to Friday, 8am - 4pm / 8:30am - 4:30pm / 9am - 5pm - (Friday working 7.5 hours is essential, to meet the service needs) 4x7.5 hour days + 1x 5 hour day) Job ref 001-AC025-0325
Employer Cardiff and Vale University Health Board Employer type NHS Site University Hospital Wales Town Cardiff Salary £26,928 - £29,551 per annum Salary period Yearly Closing 12/03/2025 23:59
Ophthalmology Medical Secretary (Cataract)
Band 4
WHO WE ARE:
Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 16,000 staff and providing over 100 specialist services. Serving a population of around 500,000 people living in Cardiff and the Vale of Glamorgan, we are focussed on the health and care needs of our local population whilst also working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone and to delivering excellent care and support.
Our mission is “Living Well, Caring Well, Working Together”. We have recently refreshed our strategy, Shaping Our Future Wellbeing, which sets out the Health Board’s Vision for improving the health and wellbeing of the populations we serve by 2035 through the delivery of our strategic objectives; Putting People First, Providing Outstanding Quality, Delivering in the Right Places, and Acting for the Future.
Job overview
This post is fixed term/secondment for 12 months due to funding.
Ophthalmology are looking to recruit a Medical Secretary (Fixed Term - 12 months due to funding, Part Time - 35 hours per week) to work as part of their team at University Hospital of Wales (UHW), Cardiff.
Monday to Friday working to meet the needs of the service (working 4 x 7.5 hour days & 1x 5 hour day - compulsory to work all day Friday for the needs of the service).
The Medical Secretary will work alongside our Cataract medical team which consists of 1 Consultant and 2 Specialist Doctors. Our medical secretaries are an excellent resource within the service, ensuring consultants have all the administrative support they require including but not limited to audio and digital medical correspondence, organising and maintaining clinician diaries, receiving and prioritising mail and liaising with patients and appropriate departments/hospitals.
Main duties of the job
1. To ensure the provision of a comprehensive effective Secretarial Service to the Consultant, working within the Ophthalmology service.
2. Organise, plan and prioritise tasks and workload on the basis of the above. Assist with the implementation of new administrative and secretarial procedures.
3. Facilitating admin sessions to discuss waiting list/patient queries etc.
4. Maintain the Cataract waiting list and assist in regular reviews and validations of the waiting lists directed by consultant or management.
5. Carry out audio and digital typing duties associated with medical correspondence - approximately 6-8 clinic sessions a week.
6. Make and take telephone calls from patients, relatives, general practitioners, optometrists and take appropriate action.
7. Receive, open and prioritise consultant and junior staff mail, identifying correspondence for which files, results etc should be obtained for the consultant and junior medical staff.
8. Ensure all investigation results are readily available for Consultant and junior medical staff and filed in correct case notes/ electronic open eye system.
9. Assist the medical records team in the co-ordination of the Consultant(s) weekly outpatient clinic(s).
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person specification
Qualifications
* Good standard of general education and English grammar.
* Educated to GCSE Level or higher. NVQ 3 or equivalent experience.
* AMSPAR Diploma or equivalent experience.
* Word processing and typing qualifications.
Experience
* Sufficient experience as medical secretary.
* Knowledge of a wide range of secretarial procedures with a good working knowledge of Microsoft Office.
* Wide understanding of medical terminology.
* Good understanding of need for accurate data capture and reporting.
* Experience of working in the NHS.
* Knowledge of the Patient Management System (PMS), UHB Intranet, Email, Results Reporting.
MANAGING YOUR APPLICATION:
We are committed to promoting inclusion, where all staff have a sense of belonging. We welcome applications from everyone and recognise the need for our workforce to represent the diversity of the population we serve. We value our differences and fully advocate, cultivate and support an inclusive working environment where staff treat one another with dignity and respect and where diversity is celebrated.
Applicants are invited to apply in Welsh. Any application submitted in Welsh will not be treated less favourably than an application made in English.
The UHB reserves the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore, we encourage early applications to ensure consideration for this post.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route.
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