Medical Secretary

The Great Western Hospitals NHS FT; Swindon; On-site; GBP 21,000 - 27,000; Full time

Job summary

The Great Western Hospitals NHS FT is seeking a highly organised secretarial and administrative officer to support Consultants with audio-typing, patient correspondence and diary management. Full training will be provided; NHS experience is desirable but not essential.

The role focuses on accurate documentation, efficient handling of case notes and responsive service to clinical staff and patients within the hospital environment.

Qualifications

• Audio-typing clinic letters, referrals, reports and other patient documents.
• Experience in NHS or medical secretarial work desirable but training will be provided.
• Familiar with hospital systems, case notes and medical records procedures.

Responsibilities

• Audio-typing clinic letters, referrals and other patient documentation.
• Answering phones professionally and handling queries.
• Manage calendars, organise meetings and book appointments.
• Liaise with clinical and administrative teams to ensure smooth patient pathways.
• Maintain and update patient administration systems and records as required.

Skills

Organisation

Communication

Typing

Prioritisation

Job description

You will provide a comprehensive secretarial and administrative service to Consultants , including audio-typing clinic letters, managing patient correspondence, coordinating appointments, supporting diaries and inboxes, and liaising with clinical and administrative teams to ensure smooth patient pathways. We are looking for a highly organised individual with excellent communication and typing skills, the ability to prioritise workload, and a proactive, flexible approach. Previous NHS or medical secretarial experience is desirable but not essential as full training will be given. At Great Western Hospitals NHS Foundation Trust, our STAR values; Service, Teamwork, Ambition and Respect are at the heart of everything we do. 1. Audio-Typing clinic letters, referrals, reports, and other patient related documentation. Ensure that all work leaving the department is of the highest quality in terms of presentation and layout and is dispatched within agreed timescales, sent and documented appropriately. 2. File tests and loose histories regularly as appropriate, including placing on casenotes, scanning or cutting & pasting onto any indicated/necessary computer systems and or delivering to departments/health records. 3. Learn the digital dictation system and ensure that processes are followed. 4. Retrieve, log and return case notes / medical records and ensure that they are processed in accordance with Trust policy ("Case note tracking" and "Filling in Case notes") as well as scanning required documents and cutting & pasting scanned or word documents where required into Medway, Word or other IT packages 5. To undertake administrative (E-referral/Choose and Book), clerical duties as required. 6. To answer phones professionally, deal with queries wherever possible, record messages accurately and forward on to the appropriate individual for actioning. 7. Request appointments/clinic bookings, cancellations, and expeditions as required. 8. Maintain and update calendars/diaries, manage shared mailboxes and calendars and apply/record consultant/clinician leaves and prepare and submit expense and leave forms as required. We are proud to be part of BSW Hospitals Group - a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people. We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.

• Attend any meetings, arrange meetings, record minutes and undertake general secretarial duties of all descriptions for the consultants/clinicians/department as required.
• To provide a friendly, professional, complete and fully comprehensive administrative, secretarial and clerical service to the department including audio transcription service to the specialist nurses, doctors and/or consultants.
• Update and maintain a working knowledge of hospital systems so that enquiries can be dealt with efficiently.
• Distribute all incoming correspondence and ensure outgoing mail is ready for daily collection.
• Liaise with booking teams and departments to arrange patient appointments of all types.
• Participate in meetings and be actively involved in generating ideas for service improvement.
• Promote a positive image of the Trust at all times.
• Attend meetings as required.
• Manage and record information on patient administration systems from multiple share email inboxes including replies and advice requests.
• Other duties and responsibilities of the post will be required, flexible and will be reviewed by the Team Leader.