Medical Secretary Dermatology

Medical Secretary in Dermatology, Part time 20hr job share. Hours worked over 4 days. Work from home available for 1 day. To work alongside your job share colleague providing exceptional secretarial support to our busy Consultant Dermatologists, patients and wider department.

**Please submit your application as soon as possible as we reserve the right to close any adverts before the closing date once we have received sufficient applications**

Main duties of the job

1. Provide an efficient and comprehensive secretarial service to the Consultants, medical staff, clinical teams and department. Duties will include typing of correspondence and documents, dealing with different enquiries, dealing with patients' records and results.
2. Supervise and oversee the workload allocation of the administration team when required. Undertake effective administrative and secretarial duties as part of the admin team required by department.
3. The post holder will be required to work as part of the administration team and provide cross cover during periods of staff absence within their existing team and other teams within the Directorate as and when required. This support should be provided during the core hours of 8am and 5pm.

Job responsibilities

1. Provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.
2. To type correspondence and material from dictation, audio or manuscript as required for the Clinical Team, i.e. outpatient clinic letters, discharge summaries, references, minutes of meetings, rotas, etc.
3. Deal with telephone and face to face enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
4. Provide the focal point of communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries.
5. Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.
6. On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.
7. Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
8. Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.
9. Liaise with other hospital departments, GPs and other health care agencies when required.
10. Assist and help colleagues when the need arises.
11. Assist the coordination of Clinical Teams diaries to ensure effective time management.
12. Maximise the use of innovative IT systems.
13. Supporting the management and validation of routine and 2ww pathways.
14. Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.

Person Specification

Education, Training and Qualifications

• Minimum 3 GCSE at Grade C or above, including English or equivalent.
• AMSPAR, BSMS Qualification.
• NVQ3, RSA3 or equivalent experience or qualifications.

Knowledge and Experience

• Knowledge of a range of secretarial and administrative procedures.
• Very good written and verbal communication skills.
• Courteous, tactful and efficient telephone manner.
• Proficient in Microsoft packages including Word and Outlook and experience of database systems.
• Experience of working in a busy office environment.
• Advanced keyboard skills.
• Experience of working within a healthcare setting.
• Knowledge of medical terminology.
• Planning and organisational skills.
• Experience in working with Patient Administration Systems, incl. Camis.

Skills

• Developed attention to detail and accuracy.
• Organisational skills and the ability to work methodically and prioritise.
• Ability to cope under pressure and meet deadlines.
• Ability to help build effective working relationships at all levels with and outside the hospital.
• Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required.
• Able to maintain confidentiality at all times.
• Touch typing.

Key Competencies / Personal Qualities and Attributes

• Work well as part of a team.
• Self-motivated.
• Ability to use own initiative.
• Confident to establish and maintain good working relationships at all levels.
• Must be able to understand the needs of patients and deal with them with tact and sensitivity.
• Ability to sit and work at a desk / VDU for long periods of time.
• Word process and data input for a substantial proportion of working time.
• Concentration when transcribing dictations or typing complex medical documents; possible frequent interruptions.
• Ability to cope with typing letters of a distressing nature.

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.