Band 4 Medical Secretary Supervisor

University Hospitals Birmingham NHS Foundation Trust

Sutton

On-site

GBP 28,000 - 31,000

Part time

29 hours ago

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Job summary

University Hospitals Birmingham NHS Foundation Trust's Haematology Department at Good Hope Hospital is seeking a Medical Secretary Supervisor. This fixed term/secondment post is 12 months and part-time (22.5 hours per week), offering a lead role to support consultants with high-quality PA/secretarial and administrative services.

The role includes managing the department diary, dictation typing, outpatient bookings and handling patient queries while ensuring clinics meet Trust targets and

Qualifications

General education including English and Maths GCSEs.
NVQ Level 3 in Business Administration or equivalent clerical experience.
AMSPAR/medical terminology qualification or equivalent knowledge.
Working knowledge of medical terminology.

Responsibilities

Provide confidential general and medical secretarial service for Consultants and team.
Manage daily medical team diary and coordinate schedules.
Touch type from audio or shorthand for clinical letters and correspondence.
Supervise secretaries/clerical staff and allocate work.
Train Medical Secretary trainees.
Sort and prioritise mail for urgent action and information.
Provide cover for secretarial team during leave.

Skills

Medical secretarial

Communication skills

Organisational skills

Teamwork

Confidentiality

Education

GCSE English & Maths A-C

Business Administration NVQ level 3

AMS PAR Certificate

Medical terminology knowledge

Tools

Outlook

Word

PowerPoint

Excel

Access (Database)

Job description

Job Summary

We are seeking to recruit an enthusiastic and motivated Medical Secretary Supervisor to join our friendly team and provide full secretarial support within the Haematology Department at Good Hope Hospital, part of UHB. This role is a fixed term/secondment post for 12 months. The successful candidate will be a key member of a collaborative and supportive secretarial team, taking a lead role in supporting consultants and their clinical teams by providing a professional and high-quality PA/Secretarial and administrative service at all times. The post holder's duties will include typing dictation, booking outpatient appointments, answering patient queries and managing the consultants' clinics to meet service provision and Trust targets. The post holder will be required to work as part of a team supporting other workload when needed. The role also offers the opportunity for the post holder to develop people management skills through the supervision of junior secretarial/admin staff within the office.

The Haematology Department is a busy and exciting department that delivers care across Heartlands, Good Hope, Solihull and The Queen Elizabeth Hospitals. This is a fantastic opportunity for an organised and detail oriented candidate who will play a vital role in the delivery of high-quality patient-led care.

This is for 22.5 hours per week.

Main Duties, Tasks & Skills Required

To provide a complete confidential general and medical secretarial service for the Consultant(s) and their medical team. To assume responsibility for the daily management of the medical team diary. All work to be carried out on own initiative, without direct supervision and to tight deadlines, in order to achieve Trust standard and targets.
To touch type from audio and / or shorthand the following documents: clinical letters; results letters. This requires an understanding of medical terminology, phraseology and medications, as well as high levels of concentration. Many documents may be of a complex or distressing nature.
Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel, Access (database) to produce clinical letters and other relevant correspondence.
To provide day to day supervision to secretaries/clerical officers, allocating and monitoring work on a daily basis.
Provide and be responsible for the training of Medical Secretary trainees.
To sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the Consultant(s) and their team for urgent action and which may be passed directly to other areas for action and information.
Provide reciprocal cover for secretarial Team during annual leave and sickness absence.

About Us

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

Job Description

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person specification

Qualifications

Essential

Good General Education (eg. GCSE English and Maths A-C) GCSE Level 9-4
Business Administration NVQ level 3 or equivalent experience in a clerical environment
AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology
Working knowledge of medical terminology

Experience

Essential

Experience of working as a Medical Secretary
Experience of dealing with the Public/Customer service experience
Experience of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)
Experience of using IT systems
Experience of working in Healthcare
Good Organisational skills
Able to use own initiative and deal with the unpredictable
Able to work under pressure and to multi-task
Able to work to deadlines

Desirable

Experience of working in a busy environment

Additional Criteria

Essential

Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
Good keyboard / IT skills
Good organisation skills and ability to multitask
Good time management skills
Ability to deal professionally with enquiries from staff, patients and visitors
Ability to problem solve
Understand confidentiality and apply the principles in everyday working practice
Ability to pay attention to detail where there are predictable interruptions to the work pattern
Ability to deal with stressful situations and sensitive issues
Work effectively and flexibly as part of a team to meet the needs of the services
Confident in dealing with people at all levels
Must be able to demonstrate an understanding of equality and diversity
Mature open and flexible approach to work
Demonstrates care and compassion
Good inter-personal and communication skills
Good organisational skills
Team Player
Conscientious
Demonstrates reliability, motivation and commitment
Ability to travel to multiple sites