Medical Secretary

NHS; Stockton-on-Tees; On-site; GBP 22,000 - 30,000; Full time

Job summary

An established healthcare provider is seeking a dedicated and detail-oriented Medical Secretary to join their Haematology Department. This role involves providing comprehensive administrative support to clinicians, ensuring the efficient processing of patient-related information and maintaining high standards of confidentiality and data protection. You will play a crucial role in managing appointments, overseeing clinic lists, and dealing with patient queries with empathy and professionalism. This position offers the opportunity to work in a supportive environment focused on delivering exceptional patient care and fostering personal and professional development. If you are passionate about healthcare and possess strong organisational skills, this could be the perfect opportunity for you.

Benefits

Health and Well-being Initiatives

Staff Benefits

Professional Development Opportunities

Staff Recognition Programs

Qualifications

• Experience in medical secretarial roles with strong typing skills.
• Knowledge of medical terminology and data protection regulations.

Responsibilities

• Provide secretarial support to clinicians, ensuring timely processing of patient information.
• Organise and maintain electronic diaries and oversee clinic lists.

Skills

Organisation

Communication

Attention to Detail

Empathy

Time Management

Education

GCSE in Mathematics

GCSE in English Language

RSA II Typing Qualification

AMSPAR Advanced Diploma for Medical Secretaries

Medical Terminology Qualification

Tools

Audio Dictation Software

Word Processing Software

Electronic Diary Management Systems

Job description

Advert may close once sufficient number of applications is reached

Provide a comprehensive secretarial and administrative support service to clinicians and their associated staff, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all patient related information, including clinic letters, reports, referrals, appointments etc.

Ensure that all work tasks are carried out to a high standard of quality which meets all departmental and organisations' requirements for information governance, data protection and confidentiality. Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met.

Main duties of the job

Adhere to organisational targets relating to typing targets, waiting lists, patient referrals, elective admissions using appropriate technology.

Maintain the electronic diaries of clinicians, organising meetings, study leave, annual leave, etc, using appropriate technology.

Oversee clinic lists, ensuring that clinics are cancelled when consultants are not available, seeking agreement from clinicians to make amendments to clinic lists (i.e. cancelling and overbooking patients) and amending clinician's rotas where appropriate.

Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion.

Organise and oversee the referral of patients to other departments/hospitals for further treatment/investigations/appointments in accordance with clinician's instructions.

This role is supporting consultants/clinicians in the Haematology Department at UHNT, and occasionally UHH.

About us

At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.

We recruit for values and "Together we are North Tees & Hartlepool"

Job responsibilities

1. Provide a comprehensive secretarial and administrative support service to clinicians and their associated staff, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all patient related information, including clinic letters, reports, referrals, appointments etc.
2. Ensure that all work tasks are carried out to a high standard of quality which meets all departmental and organisations requirements for information governance, data protection and confidentiality.
3. Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met.
4. Adhere to organisational targets relating to waiting lists, patient referrals, elective admissions etc.
5. Taking and typing minutes of meetings and typing of complex documents, discharges, clinic letters, reports, etc for clinicians using appropriate technologies.
6. Maintain the electronic diaries of clinicians, organising meetings, study leave, annual leave, etc, using appropriate technology.
7. Oversee clinic lists, ensuring that clinics are cancelled when consultants are not available, seeking agreement from clinicians to make amendments to clinic lists (i.e. cancelling and overbooking patients) and amending clinicians rotas where appropriate.
8. Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion, taking accurate written messages and passing.
9. Deal with complex incoming post bringing information to the attention of clinicians and processing as directed.
10. Establish and maintain an effective file and bring forward system for work related documentation to facilitate the timely processing of results, responses, information, correspondence and documents.
11. Organise and oversee the arrangements for chasing investigation reports, and bringing the results of key importance or abnormality to the relevant clinician.
12. Organising the processing of investigation results of key importance or abnormality in accordance with clinicians instructions and the filing of reports in case notes in a timely manner.
13. Organise and oversee the referral of patients to other departments/hospitals for further treatment/investigations/appointments in accordance with clinicians instructions.
14. Be proactive in the development of administrative services to support clinical activity and assist in the continuous assessment and review of administrative working practices and procedures.
15. Assist in the day to day supervision of support staff under the direction of the Admin Team Leader, ensuring that an effective and efficient service is maintained.
16. Assist in the appraisal process and training and development of support staff in their work area by giving appropriate feedback to Admin Team Leaders.
17. Assist in the promotion of a healthy, safe and secure working environment for the work team.
18. Assist the Admin Team Leader in ensuring that appropriate resources are available within the work area e.g., stationery stocks, equipment etc.
19. Any other ad-hoc duties as and when required in line with operational and service needs.

Person Specification

Qualifications

• GCSE at grade C or above in Mathematics Key Skills at level 2 in Numeracy (or equivalent)
• GCSE at grade C or above in English Language, or Key Skills at level 2 in Literacy (or equivalent)
• Typing or word processing qualification at RSA II (or equivalent)
• AMSPAR Advanced Diploma for Medical Secretaries - Level 3 qualification (or equivalent)
• Medical Terminology qualification
• Experience of Audio Dictation
• RSA III or equivalent typing qualification
• IT qualification (ITQ at level 2 or equivalent)
• Previous Medical Secretarial 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.