Medical Secretary

Royal Surrey NHS Foundation Trust; Guildford; On-site; GBP 23,000 - 28,000; Full time

Job summary

Royal Surrey NHS Foundation Trust in Guildford is seeking a dedicated medical secretary to manage a range of secretarial tasks for consultants and their teams. You will prepare patient letters, handle correspondence, and prioritise urgent results within a busy hospital environment.

You will coordinate referrals, liaise with appointment staff and nursing colleagues to ensure timely appointments and clinic preparations, while maintaining patient confidentiality and accurate record keeping.

Qualifications

• GCSE level or equivalent including English.
• RSA II or equivalent in word processing/audio typing; Medical secretarial qualification preferred.
• Medical secretarial qualification (BSMS certificate) or equivalent.

Responsibilities

• Undertake a full range of secretarial duties for consultants and their team.
• Produce and forward patient letters and other correspondence in line with current standards using audio typing and/or dedicated software.
• Deal with post, faxes, emails and results daily and prioritise to keep consultants informed of urgent results.
• Take responsibility for new referrals; liaise with appointment centre staff and other coordinators to ensure prompt attendance/treatment.
• Arrange appointments as required.
• Oversee preparation of notes, results and scans for clinics and obtain missing details.

Skills

MS Word

Excel

Access

PowerPoint

Oncology terms

CERNER

Education

GCSE level or equivalent including English

Tools

APAS

Job description

To work as part of a team and manage own workload, demonstrate efficient organisation and oversee the smooth effective operation of the office.

To ensure procedures and working practices are in place so that the specialty and Trust can deliver a service that meets the standards and targets that have been set.

To provide a considerate, patient focused service in all dealings with patients and with staff around the hospital and throughout the whole system.

Main duties of the job

• To undertake a full range of secretarial duties for consultants and their team
• To produce and forward all patient letters, and other correspondence in line with current standards using audio typing and/or dedicated software.
• To deal with all post, faxes, emails, results etc on a daily basis and prioritise as necessary to ensure consultants and their team are aware of urgent results and information.
• Take responsibility for all the new referrals; liaise with the appointment centre staff and other coordinators such as specialist nurses and cancer MDT coordinators, other nursing and medical staff to ensure new referrals are promptly seen/treated in line with the current guidelines.
• Arrange appointments as required.
• Oversee preparation of relevant notes, results and scans for clinics. Use initiative to obtain missing details, results and x-rays.

Working for our organisation

Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5,000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing programme alongside a strong commitment to developing your career. Our diverse and welcoming Royal Surrey family ensures you feel valued from your initial interview and throughout your time with us.

We are clinically led and provide joined-up care by bridging hospital and community services, alongside delivering regional specialist cancer care. Our main acute hospital site is in Guildford, with community sites at Milford, Haslemere and Cranleigh, and services delivered in patients' homes across Guildford and Waverley.

We work in partnership with Ashford & St Peter's Hospitals NHS Foundation Trust through a collaborative Group Model, supporting joined-up services, workforce flexibility and development opportunities.

The Care Quality Commission (CQC) has rated us as Outstanding. We are proud of our achievements and continue to invest in our people and infrastructure.

To learn more about life at Royal Surrey, please watch our short video: https://www.youtube.com/watch?v=R96pMboIYdo

Detailed job description and main responsibilities

• To understand the full patient pathway, and the impact of local decisions on this pathway by having thorough knowledge of working practices, medical treatments, associated specialty(ies) and departments.
• Understand and work to achieve the national and local standards and guidelines for patient care (e.g. two week wait rule, inpatient and outpatient waiting targets, targets for investigations, turnaround times for correspondence,62/31 day cancer targets, 18 weeks/MDS etc).
• To play a key role in establishing and implementing local policies and procedures that ensure working practices meet the above standards/targets and is centred around the Patient.
• Take responsibility for amending a patient's pathway wherever possible and escalating as necessary.

Qualifications

• Good general standard of education to GCSE level or equivalent including English
• RSA II or equivalent in word processing/audio typing RSA III. Medical secretarial qualification (BSMS certificate) or equivalent

Skills

• Working knowledge of a range of software packages e.g. Microsoft Word, Excel, Access and PowerPoint, and locally used data bases e.g. APAS
• Detailed knowledge of patient pathways and advanced medical terminology in Oncology.
• Working knowledge of the Trust Patient Administration System (CERNER)

Employer certification / accreditation badges

Name Shannon Levine Job title ENT and Breast Assistant Speciality Manager Email address [e-mail]