Senior Medical Secretary

Herefordshire and Worcestershire Health and Care NHS Trust

This job is now closed

Job summary

We are looking for an enthusiastic and dedicated individual to provide a comprehensive administrative and senior medical secretarial service with the Redditch and Bromsgrove Older Adult Community Mental Health Team based at New Haven, Princess of Wales Community Hospital, Bromsgrove as a Band 4 Senior Medical Secretary.

There are opportunities to develop specialist skills and you will receive regular supervision. The role will be varied providing the successful applicant with an opportunity to gain valuable experience within Older Adult Mental Health Services.

As a service we understand the importance of work life balance and strive to find individual ways to ensure that our team members can achieve this, whilst ensuring we continue to deliver the best service to our patients.

The successful candidate should have both organisational and interpersonal skills with the ability to work well under pressure. As the successful candidate will be dealing with patients, relatives and other healthcare professionals on the phone /email, applicants must have excellent communication skills and will be expected to have a courteous and efficient telephone manner. The successful candidate must be a good team player and enjoy working within a multidisciplinary team. The team is busy, but supportive with a focus on staff well-being and development.

Main duties of the job

A typical day will include:

Answering / dealing with telephone enquires in a tactful and professional manner, recording any messages efficiently.
Carrying out any digital dictation / copy typing duties for the medics using Big Hand Dictation.
Making appointments as required and ensuring diaries are up to date.
Keeping Carenotes (the patient electronic information system) up to date.
Identifying urgent test results.
Providing day to day supervision for the junior admin staff

About us

At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.

Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.

We will support you to thrive; offer flexible working options for a great work-life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. Its why we were named Large Apprenticeship Employer of the Year award at the 2022 Worcestershire Apprenticeship Awards. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.

What we offer

27 days leave plus bank holidays, increasing up to 33 days with long service
Generous NHS pension and enhanced pay when you work unsocial hours
Flexible and agile working opportunities
Great maternity, paternity, and adoption support
Wide range of staff networks such as LGBT+ and ENRICH (Equality Network for Race Inclusion and Cultural Heritage)
Health service discounts and online benefits including excellent cycle to work and car salary sacrifice schemes
Health and wellbeing opportunities

If you would like to know more, please visit our careers website.

Date posted

12 April 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

C9798-0150

Job locations

Princess Of Wales Community Hospital

Stourbridge Road

Bromsgrove

Worcestershire

B61 0BB

Job description

Job responsibilities

Work as part of the Medical Secretary team to provide an efficient and smooth running secretarial service to the Consultants.
Make arrangements for appointments as required. Maintain a diary and appointment system for clinics and make arrangements for special appointments for patients/ relatives, consultations in the home and emergency visits as required.
Handle telephone enquiries regarding appointments, cancellations referring where necessary to the appropriate person and acting within the guidelines laid down.
Undertake audio/copy typing duties, including reports, clinic letters, discharge summaries and other confidential documentation.
Identify urgent results and bring to Consultants attention.
Undertake other general office duties, which may include e-mailing, photocopying, scanning and filing.
Attend service and clinical meetings, as required.
Deal with incoming and outgoing post.

For full detail of the duties and criteria for the post please refer to the job description and person specification attached.

Job description

Job responsibilities

Work as part of the Medical Secretary team to provide an efficient and smooth running secretarial service to the Consultants.
Make arrangements for appointments as required. Maintain a diary and appointment system for clinics and make arrangements for special appointments for patients/ relatives, consultations in the home and emergency visits as required.
Handle telephone enquiries regarding appointments, cancellations referring where necessary to the appropriate person and acting within the guidelines laid down.
Undertake audio/copy typing duties, including reports, clinic letters, discharge summaries and other confidential documentation.
Identify urgent results and bring to Consultants attention.
Undertake other general office duties, which may include e-mailing, photocopying, scanning and filing.
Attend service and clinical meetings, as required.
Deal with incoming and outgoing post.

For full detail of the duties and criteria for the post please refer to the job description and person specification attached.

Person Specification

Qualifications

Essential

Relevant Level 3 Medical Secretary qualification (e.g. AMSPAR Medical Terminology)
OCR/RSA 3 or equivalent in Text/ Word Processing
GCSE (Grade A-C) or equivalent in English Language
I understand that I will be asked to provide original certificates to verify my qualifications at point of offer

Desirable

AMSPAR Diploma (Level 3) or equivalent Medical Secretary qualification
GCSE (Grade A-C) in Maths
Shorthand

Experience

Essential

Minimum of 3 years Administrative/Secretarial experience
Minute taking experience
Supervision/management of staff

Desirable

Previous relevant experience in an NHS environment

Knowledge

Essential

Knowledge of the full range of Administrative / Secretarial procedures.
Extensive knowledge of Microsoft
Office Word/Excel/Outlook
Medical Terminology
Understanding of the Data Protection Act and NHS Code of Confidentiality.

Skills & Abilities

Essential

Ability to challenge poor behaviour.
Role modelling good behaviour.
A positive attitude and able to act on feedback.
Ability to praise and be supportive to others
Ability to communicate clearly and effectively in English in both verbal and written formats.
IT skills - these will be tested at interview.
Audio typing skills.
Minute taking skills.
Accuracy and attention to detail.
Good organisational skills.
Able to demonstrate the ability to use initiate effectively.

Additional Criteria

Essential

Willingness to commit to continuing professional development.
Professional manner as a representative of the Trust.
Tact and discretion for dealing with confidential information.
Ability to meet the travel requirements of the role.

Person Specification

Qualifications

Essential

Relevant Level 3 Medical Secretary qualification (e.g. AMSPAR Medical Terminology)
OCR/RSA 3 or equivalent in Text/ Word Processing
GCSE (Grade A-C) or equivalent in English Language
I understand that I will be asked to provide original certificates to verify my qualifications at point of offer

Desirable

AMSPAR Diploma (Level 3) or equivalent Medical Secretary qualification
GCSE (Grade A-C) in Maths
Shorthand

Experience

Essential

Minimum of 3 years Administrative/Secretarial experience
Minute taking experience
Supervision/management of staff

Desirable

Previous relevant experience in an NHS environment

Knowledge

Essential

Knowledge of the full range of Administrative / Secretarial procedures.
Extensive knowledge of Microsoft
Office Word/Excel/Outlook
Medical Terminology
Understanding of the Data Protection Act and NHS Code of Confidentiality.

Skills & Abilities

Essential

Ability to challenge poor behaviour.
Role modelling good behaviour.
A positive attitude and able to act on feedback.
Ability to praise and be supportive to others
Ability to communicate clearly and effectively in English in both verbal and written formats.
IT skills - these will be tested at interview.
Audio typing skills.
Minute taking skills.
Accuracy and attention to detail.
Good organisational skills.
Able to demonstrate the ability to use initiate effectively.

Additional Criteria

Essential

Willingness to commit to continuing professional development.
Professional manner as a representative of the Trust.
Tact and discretion for dealing with confidential information.
Ability to meet the travel requirements of the role.

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.