The Medical Secretary Department is looking for an enthusiastic and self-motivated member of staff to ensure the smooth running of the office environment by providing comprehensive, efficient, and high-quality administrative and leadership services.
This will involve prioritising and organising the day-to-day workload distribution for the Support Medical Secretaries, monitoring clinical dictations, supervising daily time sheets, and ensuring cross-cover working where appropriate.
This demanding role will require excellent time management and interpersonal skills. The successful candidate must be able to prioritise their own workload and that of others and will require a flexible approach to their duties. They must be able to communicate effectively with staff at all levels within the organisation. The successful candidate must have excellent knowledge of the Support Medical Secretary role.
A full job description and person specification listing duties and responsibilities for this role is attached.
To ensure the smooth running of the Medical Secretary Department by providing comprehensive, efficient, and high-quality service. This will involve managing the Support Medical Secretaries within the Department ensuring that all available capacity is utilised to its maximum and that all clinical dictations are typed within the KPI deadline. It is essential that you exercise initiative commensurate with the role and that confidentiality is maintained at all times.
Manage and organise the day-to-day activities of a team of Support Medical Secretaries to provide a first-class service, ensuring that all work is accurately processed in accordance with relevant Trust policies ensuring all relevant HR policies are adhered to.
To assist the Support Medical Secretary Assistant Manager in the operational management of the medical secretaries in relation to staffing, personnel issues, and adherence to achievement of targets.
Ensure that any service improvements are taken forward and that all key targets are met.
To support an efficient and effective medical secretary service to all Clinical Business Units across the organisation ensuring all relevant targets are met.
Act as a point of contact within the Team, resolving issues and problems escalated by Team Members ensuring communication links are maintained at all times.
Oversee time keeping/signing in sheets from Support Medical Secretaries and report any flexible working requests to the Medical Secretary Assistant Manager.
Deal with all annual leave requests from Support Medical Secretaries ensuring that there is cover within the department for all specialities.
Ensure sickness/absence and annual leave is reported on the ESR system.
Carry out return to work interviews, escalating trigger points to the Medical Secretary Assistant Manager in line with the Attendance Management Policy.
Undertake appraisal and performance reviews and escalate any issues to the Medical Secretary Assistant Manager. Ensuring dates are recorded on the ESR System.
Cover for the Support Medical Secretaries when short-staffed within the department for any speciality (as per the Support Medical Secretaries job description).
Carry out any training and development needs which are required.
Keep administrative staff personal files up-to-date.
Ensure all Support Medical Secretaries are booked on Mandatory Training ensuring dates are recorded on the ESR System.
Meet regularly with the Medical Secretary Assistant Manager to discuss any performance issues that require managing and also refer any formal conduct/behavioural issues accordingly.
Inform the Medical Secretary Manager of any staff requesting a revision of contractual changes, i.e., request of change in days/hours or resignation, therefore enabling the correct paperwork to be completed.
Suggest and implement new ways of working where this will improve efficiency and effectiveness.
To ensure all HR policies are communicated widely and implemented.
Implement general Trust policies within the Administrative teams.
Work from initiative using own judgement, acquired knowledge, and tact to deal with queries and resolve situations or refer to the appropriate person.
Deal appropriately with concerns from staff in line with Trust policy.
This advert closes on Monday 7 Apr 2025.
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A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal, and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.
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