Dermatology Medical Secretary, Swindon SN3 6BB

Job summary

We are seeking a full time Medical Secretary to join our team.

Working as part of the Medical Specialities secretarial group providing a full and efficient secretarial service to the Directorate in support of the work of Consultants and other Clinical Staff to maximise patient care.

The post holder must be able to prioritise work, in order to maximise the effectiveness of the service and demonstrate a high level of organisational skills. The role requires good communication skills to patients and relatives. The post is part of a team comprising of Medical secretaries and typing clerks. The candidate should also demonstrate a willingness to contribute to the Team objectives of the department in providing a high-quality service and support to typing clerks and new staff, as required.

Main duties of the job

1. Opening, sorting and prioritising incoming mail for the department and managing files to marry up with incoming correspondence

1. Re-directing calls to the appropriate teams where required, outpatients, MOP bookings etc, ensuring patient letters requiring procedures are sent to the correct teams in appropriate timescales.

1. Assisting with urgent prescription queries as needed

1. Logging of incoming phone calls; responding to those not requiring input from colleagues and passing messages to other professionals as appropriate. Respond to telephone calls from anxious and distressed patients, taking messages and resolving problems when possible, in a professional and competent manner

1. Type clinic letters, discharges, tertiary referrals and other patient related documentation. Ensuring that all work leaving the department is of the highest quality in terms of presentation and layout and is dispatched within agreed timescales.

1. Maintaining correct document history

About us

We are proud to be part of BSW Hospitals Group - a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.

We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.

Job description

Job responsibilities

1. Monitor and manage outstanding results including and not limited to urgent PET scans, histologies etc.

1. Ensuring patient results are relayed to the patient as soon as possible.

1. Managing the Dermatology secretarial email inbox on a rota basis. Relaying urgent medical information including drug dosages and other instructions to patients/GPs and external organisations

1. Managing internal ward referral inbox forwarding to appropriate medical staff

1. Forwarding and ensuring ownership by a member of the medical team for urgent radiology, blood or MOP results, where appropriate

1. Ensure all investigatory results are seen promptly by the Consultant referring for test, or agreed member of team during periods of leave, and processed accordingly.

1. To provide an administrative service to nominated medical staff as required eg computerised diary management

1. Type letters, clinical reports and transcriptions and updating spreadsheets and databases as required within agreed timescales

1. Be expected, and confident to change/amend grammar in the letters where English is not a first language

1. Ensuring all leaflets/blood forms etc are enclosed when sending any attachments with the correspondence

1. Deal professionally and effectively with external communication, including complaints, press and police enquiries and ensure they are dealt with appropriately in accordance with Trust guidelines

1. Ensure all queries from colleagues are dealt with quickly and effectively in the department, producing file notes as necessary
2. Maintaining a working knowledge of hospital systems so that enquiries can be dealt with efficiently

1. Taking and providing minutes of meetings when required

1. To participate in audit as instructed by the Line Manager

1. To participate in regular meetings and be actively involved in generating ideas for service improvement
2. Support and cross-cover colleagues in times of annual leave

1. Maintaining total confidentiality of personal and financial data

1. Promote a positive image of the Trust at all times

Job description
Job responsibilities

1. Monitor and manage outstanding results including and not limited to urgent PET scans, histologies etc.

1. Ensuring patient results are relayed to the patient as soon as possible.

1. Managing the Dermatology secretarial email inbox on a rota basis. Relaying urgent medical information including drug dosages and other instructions to patients/GPs and external organisations

1. Managing internal ward referral inbox forwarding to appropriate medical staff

1. Forwarding and ensuring ownership by a member of the medical team for urgent radiology, blood or MOP results, where appropriate

1. Ensure all investigatory results are seen promptly by the Consultant referring for test, or agreed member of team during periods of leave, and processed accordingly.

1. To provide an administrative service to nominated medical staff as required eg computerised diary management

1. Type letters, clinical reports and transcriptions and updating spreadsheets and databases as required within agreed timescales

1. Be expected, and confident to change/amend grammar in the letters where English is not a first language

1. Ensuring all leaflets/blood forms etc are enclosed when sending any attachments with the correspondence

1. Deal professionally and effectively with external communication, including complaints, press and police enquiries and ensure they are dealt with appropriately in accordance with Trust guidelines

1. Ensure all queries from colleagues are dealt with quickly and effectively in the department, producing file notes as necessary
2. Maintaining a working knowledge of hospital systems so that enquiries can be dealt with efficiently

1. Taking and providing minutes of meetings when required

1. To participate in audit as instructed by the Line Manager

1. To participate in regular meetings and be actively involved in generating ideas for service improvement
2. Support and cross-cover colleagues in times of annual leave

1. Maintaining total confidentiality of personal and financial data

1. Promote a positive image of the Trust at all times

Person Specification

Qualifications

Essential

• Educated to GCSE Grade C / 4 in English (or equivalent qualification)
• RSA II or equivalent in secretarial skills and typing
• Demonstrable working knowledge of Microsoft packages (esp. Word and Outlook)

Desirable

• Certificate in Medical Terminology
• ECDL
• Secretarial qualification

Skills and Experience

Essential

• Audio typing speed of at least 60 wpm
• Ability to work effectively independently and as a team
• Good communication skills (written, face to face and on the telephone)
• Previous Medical Secretary experience
• Knowledge of medical terminology

Desirable

• Previous NHS experience

Person Specification
Qualifications

Essential

• Educated to GCSE Grade C / 4 in English (or equivalent qualification)
• RSA II or equivalent in secretarial skills and typing
• Demonstrable working knowledge of Microsoft packages (esp. Word and Outlook)

Desirable

• Certificate in Medical Terminology
• ECDL
• Secretarial qualification

Skills and Experience

Essential

• Audio typing speed of at least 60 wpm
• Ability to work effectively independently and as a team
• Good communication skills (written, face to face and on the telephone)
• Previous Medical Secretary experience
• Knowledge of medical terminology

Desirable

• Previous NHS experience

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.
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