Assistant medical secretary

Gateshead Health; Gateshead; Hybrid; GBP 18,000 - 21,000; Full time

Job summary

Queen Elizabeth Hospital, Gateshead, part of Gateshead Health, seeks a highly motivated administrator with typing experience for a 6-month fixed-term role in the Paediatric Department. Mon-Fri 9-5, the post offers varied clerical work and aims to deliver high-quality patient administration.

The successful candidate will provide a clinical typing service, update documentation, support MDT meetings and manage information with discretion and accuracy.

Qualifications

• One year's secretary experience with typing letters.
• RSA/OCR II qualification or equivalent typing experience.
• Experience using Microsoft Office packages.

Responsibilities

• Provide a high quality clinical typing service as delegated by the Admin Manager or Senior Medical Secretary.
• Update routine information in procedural documents and other systems.
• Assist MDT meetings, populate proformas, take minutes and follow up actions.
• Answer queries, manage information requests and support confidentiality.

Skills

Careflow system

Medical terminology

Education

NVQ 3 Certificate in Business Administration

English Language GCSE (Grade C or above)

Tools

Microsoft Office

Job description

We are looking to recruit a highly motivated and enthusiastic person with administration experience to join our Team within the Paediatric Department at Queen Elizabeth Hospital in Gateshead. This is a fixed term post for 6 months to work Monday to Friday 9-5.

Main duties of the job

Provide a high quality clinical typing service as delegated by the Admin Manager or Senior Medical Secretary, including; clinic instructions/outcomes, update routine information in procedural documents etc.

Action tasks arising from typing; including updating systems, outcome codes, internal referral, IPT & image transfer.

Working to the Departmental typing & turnaround guidelines ensuring GPs/Patients receive letters in a timely manner.

Knowledge of medical terminology.

Provide information to assist performance reporting and resolution of queries or complaints (e.g. PALS/InPhase) as required.

Support Multi-Disciplinary Team Meetings when necessary, as delegated by the Admin Manager. This may involve populating proformas, attending meetings, taking minutes and following up on actions from clinic.

During absence cover be a main point of contact for patient and third parties (e.g. other clinicians, GP, police, social care, legal) to resolve queries, respond to requests for information or notify third party of information as required by clinicians.

Demonstrate excellent organisational skills, flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity.

Provide cover for the Children's outpatient Department Reception and provide cover for the ward clerks when necessary.

About us

Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.

Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.

We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.

Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.

We have a number of staff networks including the Global Ethnic Majority (GEM) network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our Armed Forces network is one of our emerging networks.

The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.

Job responsibilities

• Dealing with telephone queries, checking patient information with clerical staff/patients. Communicating information verbally and in writing, routine information with patients and staff on, for example discharge, admission, transfer. May be barriers to understanding for example anxious patients, cultural differences, language or communication difficulties.
• Resolves problems, eg locating notes, appointment issues, follow up actions when responding to queries, escalating issues when necessary.

Organises own workload/patient referral outcome actions to ensure services are delivered to meet internal and external quality/performance requirements.

Person Specification

Experience

• At least one year's experience of working as a secretary (as evidenced in work history)
• At least one year 's experience of typing letters or RSA/OCR II qualification (as evidenced in work history)
• Experienced in using Microsoft Office packages

Skills

• Knowledge of Careflow system
• Knowledge of medical terminology (as evidenced in work history)

Qualifications

• NVQ 3 Certificate in Business Administration or equivalent experience
• English Language (GCSE) - at least Grade C or above

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.