Job summary An exciting opportunity has arisen for a Senior Medical Secretary at Weston General Hospital. We are looking for an enthusiastic and dynamic candidate who thrives in a busy and supportive environment. The role includes being part of a team which provides an efficient and effective patient-focused secretarial service for the consultants and multi-disciplinary teams. The post holder will have a range of secretarial and administrative experience, ideally in a hospital environment, though other administration experience will be valued. Experience of proof reading documents would be an advantage. Working in a busy and sometimes demanding job, within a supportive and nurturing team, the candidate must be a good team player and enjoy working within a multidisciplinary team. They will need to be able to manage and prioritise workload appropriately. Applicants should have excellent organisational and interpersonal skills and the ability to work well under pressure. Good communication skills and the ability to use initiative is essential. Main duties of the job Providing secretarial support to speciality. Quality checking of clinical correspondence. Dealing with telephone enquiries / taking accurate messages as appropriate. Acting as a contact and liaison point for patients, clinicians, GP's, nursing staff, Medical Records and medical representatives, both face to face and on the telephone - Promote a positive image of University Hospital Bristol and Weston NHS Foundation Trust at all times - To liaise with and act as a point of contact for clinical and non-clinical staff via telephone and email - To act as a point of contact for patients, relatives and carers. The post holder should be polite and empathetic at all times and able to communicate effectively when dealing with difficult situations/conversations - Escalate patients queries, capacity problems to the roles line manage or relevant clinical staff - General office admin duties (forwarding of emails; sorting & distributing post; filing; printing; photocopying) - Housekeeping duties (setting up meeting rooms; preparing welcome refreshments; keeping display boards up to date; unpacking deliveries) - Maintain confidentiality and discretion and comply with the terms of the Data Protection Act and local Trust policies at all times. Undertaking any other duties which are deemed appropriate to the post About us University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge. Date posted 29 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year pa pro rata Contract Permanent Working pattern Full-time Reference number 387-WD-4619-MF Job locations Weston General Hospital Grange Road, Uphill Weston-super-Mare BS23 4TQ Job description Job responsibilities For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy. Job description Job responsibilities For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy. Person Specification Qualifications Essential Educated to GCSE, grade C or above (or equivalent) in English Language and Maths Qualified in word processing or audio typing (or equivalent) Business and Administration Level 3 NVQ or equivalent experience. Knowledge and Experience Essential Clerical/administrative experience/Secretarial Understanding of specialist medical terminology Experience of dealing with the public, both on the telephone and in person Knowledge of NHS policies and/or procedures Desirable Previous NHS or equivalent experience Skills and Abilities Essential Effective and polite manner when dealing with people, both face to face and on the phone Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy Ability to work effectively in a busy team, adjust to change and motivate others Ability to work independently, managing own workload, whilst providing supervision and support to others Confidence to handle difficult conversations with patients, relatives and carers Ability to adapt to use new computer packages and programmes Effective organisational skills Good IT skills including Microsoft packages Attention to detail Ability to deal with non-routine issues on own initiative Person Specification Qualifications Essential Educated to GCSE, grade C or above (or equivalent) in English Language and Maths Qualified in word processing or audio typing (or equivalent) Business and Administration Level 3 NVQ or equivalent experience. Knowledge and Experience Essential Clerical/administrative experience/Secretarial Understanding of specialist medical terminology Experience of dealing with the public, both on the telephone and in person Knowledge of NHS policies and/or procedures Desirable Previous NHS or equivalent experience Skills and Abilities Essential Effective and polite manner when dealing with people, both face to face and on the phone Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy Ability to work effectively in a busy team, adjust to change and motivate others Ability to work independently, managing own workload, whilst providing supervision and support to others Confidence to handle difficult conversations with patients, relatives and carers Ability to adapt to use new computer packages and programmes Effective organisational skills Good IT skills including Microsoft packages Attention to detail Ability to deal with non-routine issues on own initiative 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) Address Weston General Hospital Grange Road, Uphill Weston-super-Mare BS23 4TQ Employer's website https://www.uhbw.nhs.uk/ (Opens in a new tab)