Medical Secretary

Bristol NHS Foundation Trust; Bristol; On-site; GBP 26,000 - 27,000; Full time

Job summary

Bristol NHS Foundation Trust is seeking a Medical Secretary to join a patient-focused admin team providing comprehensive secretarial support to consultants and multidisciplinary teams.

Responsibilities include typing clinic letters, managing the Medical Secretary Inbox, handling enquiries by phone and email, maintaining patient records, and ensuring timely correspondence and appointment coordination within BHOC.

Qualifications

• GCSE English and Maths (A) or equivalent.
• Business and Administration Level 3 NVQ or equivalent experience.
• Strong communication and organisational abilities.

Responsibilities

• Provide secretarial and administrative support to consultants and multidisciplinary teams.
• Handle telephone, email and written enquiries from patients and professionals.
• Produce and distribute clinical correspondence using dictation or speech-recognition.
• Maintain accurate patient records in Trust systems in line with information governance.
• Coordinate patient pathways and support clinic administration.

Skills

People skills

Organisational skills

IT skills (MS Office)

Outpatient policies

Education

GCSE English

Business Admin Level 3 NVQ

Tools

MS Office

Patient Administration System

Job description

The role is in part of a team which provides an efficient and effective patient-focused secretarial service for the consultants and multi-disciplinary teams.

Key tasks will include formatting of clinic letters, managing the Medical Secretary Inbox, and responding to email queries, taking phone calls.

They will also be a point of contact for queries from patients, relatives, and other professionals, and will be a key part of the team, driving forward service improvement and patient focussed care. They will work closely with the other admin teams within BHOC, helping to ensure that patients have outpatient and treatment appointments provided.

The team works flexibility and there will likely be occasions where you are required to work in other departments within the Centre.

Main duties of the job

As a Medical Secretary, you will provide a comprehensive and professional administrative service to consultants and the wider clinical team, supporting the delivery of high-quality patient care.

Key responsibilities include:

• Providing secretarial and administrative support to consultants and multidisciplinary teams.
• Managing telephone, email and written enquiries from patients, relatives, healthcare professionals and external organisations.
• Producing, proofreading and distributing clinical correspondence using digital dictation and speech-recognition systems.
• Maintaining accurate patient records and updating information on Trust systems in line with information governance requirements.
• Managing incoming and outgoing correspondence, ensuring actions are taken promptly and documentation is filed correctly.
• Supporting clinic administration and assisting with the coordination of patient pathways.
• Acting as a key point of contact for patients, responding to queries sensitively and escalating concerns where appropriate.
• Working closely with colleagues across departments to ensure an efficient and responsive service.
• Providing cross-cover for administrative colleagues during periods of leave or absence.
• Contributing to service improvement initiatives and participating in team meetings and training activities.
• Maintaining confidentiality at all times and adhering to Trust policies, procedures and data protection legislation.

About us

Bristol NHS Foundation Trust brings together more than 28,000 staff to deliver over 160 clinical services across thirteen hospital locations,operatingfrom three main sites at Southmead, Bristol citycentreand Weston.

With an annual turnover of £2.3 billion, we are now one of the largest NHS trusts in the United Kingdom. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that theSouth Westhas to offer.

Bristol NHS Foundation Trust values all people as individuals. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit andretaina workforce whichrepresentsthe rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your applicationin order toensurewe'remeeting our pledge.

Job responsibilities

For a more detailed job description, main responsibilities, and Person Specification, please refer to the job description document attached to this vacancy.

Person Specification

Education & Qualifications

• Educated to GCSE, grade C or above (or equivalent) in English Language and Maths (A)
• Business and Administration Level 3 NVQ or equivalent experience (A)

Knowledge & Skills

• Effective and polite manner when dealing with people, both face to face and on the phone (A), (I)
• Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy (A), (I)
• Ability to work effectively in a busy team, adjust to change and motivate others (A), (I)
• Ability to work on your own, using your own initiative, if required(A), (I)
• Confidence to handle difficult conversations with patients, relatives and carers (A), (I)
• Effective organisational skills (A), (I)
• Good IT skills including Microsoft packages (A)
• Working knowledge of outpatient policies and procedures (A), (I)

Experience

• Clerical / administrative experience, including filing and/or reception (A), (I)
• Experience of dealing with the public, both on the telephone and in person (A), (I)
• Previous NHS experience (A)
• Experience of using a Patient Administration System (A)

Personal Qualities

• Respecting Everyone
• Recognising Success
• Working Together

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.

£25,760 to £27,476 a yearper annum (FTE) or pro-rata for part time roles