Senior Medical Secretary

Herefordshire and Worcestershire Health and Care NHS Trust

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.

The post is a permanent position. The core working hours of the team are Monday to Friday 9-5 and the post is 22.5 hours per week.

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.

If you feel you would be a great addition to our team and want to discuss how this role could work for you, please get in touch with Jo Bowdler, Administration Manager on Joanna.bowdler@nhs.net.

Please note the Trust will not provide sponsorship to work for this role; to apply you must have current right to work in the UK status.

Main duties of the job

A typical day will include:

• Answering/ dealing with telephone enquiries 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 Care notes (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. 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 supportive staff networks
• Health and wellbeing opportunities

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

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.

Person Specification

Qualifications

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

Knowledge

• 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

• Ability to challenge poor 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.
• Minute taking skills.
• Accuracy and attention to detail.
• Good organisational skills.
• Able to demonstrate the ability to use initiative effectively.
• Shorthand

Experience

• Minimum of 3 years Administrative/Secretarial experience
• Minute taking experience
• Supervision/management of staff
• Previous relevant experience in an NHS environment

Additional Criteria

• 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.

Employer name

Herefordshire and Worcestershire Health and Care NHS Trust

Address

New Haven, Princess of Wales Community Hospital