Medical Secretary

Royal National Orthopaedic Hospital NHS Trust

The Royal National Orthopaedic Hospital prides itself on being the leading centre for the treatment of patients with orthopaedic and neuro-muscular conditions.

This 37.5 hours/week post offers an excellent opportunity for an experienced, enthusiastic and conscientious secretary to work within the joint reconstruction and sarcoma service.

The successful candidate will be an experienced medical secretary with excellent administrative and organisational skills, who has specialist knowledge of medical terminology and experience of working as part of a multidisciplinary team. You will have excellent IT skills and well developed communication skills, plus a working knowledge of a busy office environment.

Experience of working as a secretary within a NHS secondary care setting is preferable.

Applicants are required to type approximately 60 wpm, with a working experience of audio/digital typing.

This is a demanding but rewarding role that would best suit a self-motivated and driven individual with a keen eye for detail who is able to prioritise their workload effectively.

As a Medical Secretary for Surgery & Cancer Services (Sarcoma/Hip & Knee) you will be responsible for assisting with the provision of a full secretarial and follow up booking service to the Consultants and their teams. This will include typing, proof reading and general administration duties. As a centre for excellence, you will offer a person-centred approach to the patient experience and pathway.

Main duties of the job

• To be responsible for assisting in the provision of a full secretarial and follow up booking service to the consultants and their teams in conjunction with the other medical secretaries.
• The post holder will be expected to work within a multi-disciplinary unit and deal with telephone and email queries, audio typing and proof reading of medical and general correspondence, general office administration in line with the Trust guidelines, booking patient appointments in line with Trust guidelines and the 18 week pathway (RTT) rules.
• Maintain a high standard of Secretarial support work when carrying out administrative duties in a professional manner.
• Ensure compliance with data protection & GDPR.
• Demonstrate effective team work and use of own initiative.

Job responsibilities

• To be responsible for delivery and provision of a high standard of secretarial and administrative support for Surgery & Cancer Services (Sarcoma/Hip & Knee unit), consultants and their teams.
• To be responsible for managing the clinical team, through organisation and support, to ensure correspondence is processed in a timely manner.
• To type clinic letters and other clinical or general correspondence from digital audio dictation/proof reading from digital dictation.
• Book all patients appointments working alongside the RTT policy for patients pathways.
• To complete urgent correspondence from and required for multidisciplinary meetings, within locally agreed timescales.
• Using specialist knowledge of CScribe and Noteon, ensure all dictation is processed within local and national timescales.
• To provide support for internal meetings, including timely production and circulation of agendas and supporting documentation and minute taking.
• To oversee all outcomes from clinic, making sure patients attendance / Imaging requests and therapy requests have been actioned by the clinical team.
• Manage the postal systems for incoming and outgoing mail.
• Deal with all incoming telephone enquiries and written queries promptly and efficiently, including appointment booking.
• Work as a team with the other medical secretaries/administrators as directed by the Deputy Service Managers/Service Manager to ensure a high quality service is maintained at all times during office hours.
• Undertake appropriate scanning and filing of correspondence, clinic notes, test results, etc, using Note On.
• Monitor study leave, annual leave and sickness levels for all members of the clinical team, reporting as per unit protocol.
• Ensure clinic session change forms are completed as required.
• Maintain patient information on the Patient Administration System.
• To maintain patient medical notes on Note On according to RNOH medical records policy.
• In conjunction with the referral to treatment team ensure consultant waiting lists are regularly validated to avoid exceeding maximum waiting times.
• Provide cover for other administrative/secretarial staff during times of absence as delegated by the Deputy Service Managers/Service Manager.
• Undertake general office duties, including photocopying, faxing, filing and scanning.
• To promote an open and friendly working environment.
• Prioritise day-to-day activities taking into account any specific requirements of the clinical team.
• Ensure complaints investigated in a timely manner and share outcome with the Deputy Service Managers.
• Attend/Complete all mandatory training.
• Participate in the Appraisal process.
• Adhere to all Trust policies and procedures relevant to your position.

Person Specification

Communication & Relationship Skills

• Good communication and interpersonal skills.
• Good organisation skills & Ability to prioritise workload.
• Ability to work well in a team and on own initiative.
• Ability to multi-task.
• Ability to perform general administrative duties.
• Ability to work to tight deadlines and targets.
• Good customer care skills.

Knowledge, Training & Experience

• Educated to GCSE 'O' level or equivalent.
• Good standard of English, both written, spoken and grammar.
• Numerate.
• AMSPAR or equivalent.
• Minimum of 1-3 years medical secretarial experience within NHS Hospital care.
• Minimum 1-3 years audio typing experience within NHS Hospital care.
• Experience of working within multi-disciplinary teams in a Hospital setting.
• Understand the need for confidentiality and data protection.
• 18 weeks pathway targets.
• Sound knowledge of secretarial practices and procedures.
• Achieving targets associated with work.
• Excellent working knowledge of Medical terminology.
• Audio typing experience of Orthopaedics and or Sarcoma.
• Knowledge of booking follow up appointments.

Analytical & Judgment Skills

• Meticulous.
• Has excellent attention to detail.
• Accurate.

Planning & Organisational Skills

• Management of own office environment and workload.
• Adaptable and approachable.
• Happy to provide cross cover Works well with other people.
• Happy to use own initiative.

IT Skills

• Confident in use of Microsoft Applications.
• Undertaking audio typing/proofreading of digital dictation.

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

Royal National Orthopaedic Hospital NHS Trust

£31,081 to £33,665 a year Per Annum inclusive of HCAS