Medical Secretary

www.healthjobsuk.com - jobboard; Wolverhampton; On-site; GBP 26,000 - 30,000; Full time

Job summary

Join a forward-thinking healthcare organization as a Medical Secretary, where you will play a pivotal role in supporting mental health services. This position offers a unique opportunity to work within a dedicated team, ensuring efficient communication between patients and healthcare professionals. Your responsibilities will include managing appointments, maintaining patient records, and providing essential administrative support. With a commitment to diversity and inclusion, this organization values your unique background and experiences, encouraging you to apply even if you don't meet every requirement. Experience the rewarding feeling of making a difference in the lives of individuals seeking mental health support.

Benefits

Flexible Working Policies

Supportive Work Environment

Employee Networks

Professional Development Opportunities

Qualifications

• Extensive secretarial experience in a healthcare environment.
• Minute taking skills and knowledge of medical terminology.

Responsibilities

• Provide comprehensive secretarial support to medical staff.
• Maintain patient files and ensure accurate medical records.

Skills

Verbal Communication

Written Communication

Organizational Skills

Judgment and Initiative

Education

RSA / OCR II and/or III Word Processing/Typewriting

AMSPAR Diploma / City & Guilds Diploma for Medical Secretaries

Tools

Microsoft Office

Outlook

Clinical Information System (Rio)

Job description

Employer Black Country Healthcare NHS Foundation Trust Employer type NHS Site New Cross Hospital Town Wolverhampton Salary £26,530 - £29,114 per annum Salary period Yearly Closing 22/05/2025 23:59

Medical Secretary

Band 4 Admin

Black Country Healthcare NHS Foundation Trust provides specialist mental health, learning disability, and community healthcare services for the population of the Black Country.

Across the whole of the region we provide:

• Adult and older adult mental health services
• Specialist learning disability services
• Mental health services for children and young people
• Community healthcare services for children, young people and families in Dudley

Black Country Healthcare NHS Foundation Trust was formed on 1 April 2020, with the merger of Black Country Partnership NHS Foundation Trust and Dudley and Walsall Mental Health Partnership NHS Trust. Combining resources, strategies and talented workforce enables us to deliver a wider variety of outstanding services that are based on best practice and are continually improving.

We currently employ over 4,000 people and just like the population we serve, we are made up of diverse cultures and backgrounds. Whatever your role, working in a NHS Foundation Trust, like ours, is a demanding and extremely rewarding experience. Knowing that every day you can help to make a positive difference to someone’s life is a very powerful feeling. We know that our Trust runs on this desire to help and support people, and our Trust vision expresses this. Our vision is to improve health and wellbeing for everyone, especially our colleagues to achieve the best possible work/life balance.

We proudly offer supportive, inclusive and family friendly employment and flexible working policies. We have a wide range of professional services and employee networks to help our colleagues be at their best - and find support if they need it. To find more about our staff benefits, please visit our website: blackcountryhealthcare.nhs.uk.

Don’t meet every single requirement?Studies have shown that women and ethnic minority candidates are less likely to apply to jobs unless they meet every single qualification. At Black Country Healthcare we recognise and value all forms of knowledge and expertise, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification or criteria in the job description/person specification, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

For further supporting information to help you apply for this role please see documents attached under ‘Additional documents’.

Job overview

The Mental Health Liaison Service is a 7-day service, which operates over a 24-hour period supporting mental health presentations within the Acute Hospital (New Cross Hospital, West Park Hospital and Cannock Chase Hospital) of individuals aged 18 years and over

The post holder will provide a comprehensive secretarial and administrative role, acting as first point of contact for the Consultant Liaison Psychiatrist, Middle Grade Psychiatrist and the Mental Health Liaison Team, including a team Psychologist.

You will be expected to work independently, exercising judgment and initiative to prioritise and co-ordinate your own workload. In addition to creating clinical correspondence from dictation and general medical secretarial duties, the post-holder will be expected to ensure patients’ electronic medical records are kept up-to-date, book appointments, input data onto the clinical information system, make onward referrals, participate with audits and support with providing information for Business and Operational Intelligence purposes. You will be required to use various computerised systems, including Microsoft Office, Outlook and the clinical information system, Rio for which training will be provided.

Excellent written and verbal communication skills are essential as the post-holder will link between the team, the Acute Hospital GPs/Social Services and other agencies by telephone and face-to-face.

Main duties of the job

· To ensure medical staff and clinical staff make optimum use of their time by organising their work programmes, preparation of papers, maintaining their manual and electronic diaries and arranging appointments.

· To deal with incoming queries via the telephone or in person, from patients, relatives, GPs and other health and social care professionals. Have the ability to deal with patients who may be distressed and give appropriate advice, within the boundaries of the role. Dealing with sensitive information and having the skills necessary to offer appropriate advice within boundaries, using own judgement or in consultation with medical staff as necessary.

· Maintaining patient files to include registering patients, initiating patient notes, liaising with patients directly, arranging appointments and inputting data onto the information system. Ensuring patients’ notes and investigations are available at the time of visit/appointment.

Working for our organisation

Black Country Healthcare NHS Foundation Trust provides specialist mental health, learning disability, and community healthcare services for the population of the Black Country.

Across the whole of the region we provide:

• Adult and older adult mental health services
• Specialist learning disability services
• CAMHS

Black Country Healthcare NHS Foundation Trust was formed on 1 April 2020, after NHS England and NHS Improvement approved the merger of Black Country Partnership NHS Foundation Trust and Dudley and Walsall Mental Health Partnership NHS Trust.

Combining resources, strategies and talented workforce enables us to deliver a wider variety of outstanding services that are based on best practice and are continually improving.

We currently employ over 3,000 members of staff and just like the population we serve, we are made up of diverse cultures and backgrounds.

Detailed job description and main responsibilities

Process a wide range of incoming information via the postal system, ensuring patients’ notes, previous correspondence and investigation results are available. Maintain a check on all correspondence to ensure action is taken as appropriate and reminding medical staff of outstanding items where necessary.
Transcription of manuscript drafts, audio tapes or shorthand notes for the production of court reports, Mental Health Tribunal reports, clinical correspondence etc. ensuring appropriate design and layout. Transcription of sensitive information ensuring confidentiality, correct medical terminology, medication and drug doses.
Arrange and attend formal and team meetings to take notes, produce minutes, draft agendas and ensure members receive agenda and relevant enclosures on time. Provide general support to the meetings and ensure all arrangements for facilities are made.
Organise conferences as and when required, ensuring all necessary arrangements are made.
Manage and ensure efficient and effective systems and office procedures are developed, maintained and monitored for the provision of medical services.
Maintain all reference files; policies and procedures files within the service.
Responsible for the implementation and maintenance of policies within medical service provision e.g. filing system, bring forward system, message taking system.
To use electronic data systems, including any Clinical Information Systems, Microsoft Word, Microsoft Outlook (respond to and action as necessary) and Internet Explorer.

Person specification

Education/Qualifications, Experience, Knowledge

• RSA / OCR II and/or III Word Processing/Typewriting or equivalent qualification
• AMSPAR Diploma / City & Guilds Diploma for Medical Secretaries or significant experience of working with medical terminology
• Extensive secretarial experience
• Minute taking skills
• Knowledge and use of Computer packages inc Microsoft Office/Outlook
• Extensive secretarial experience working within a healthcare environment.

** Please Note that Internal at Risk Employees will be given preference for this position**

We reserve the right to bring the closing date forward for this vacancy at any time should we receive an overwhelming response of applications. We therefore encourage applicants to apply early if you wish to be considered for this post.

If you do not hear from the recruitment 4 weeks within the advertised closing date please assume that you have been unsuccessful at the shortlisting stage. Please ensure that you check your emails on a regular basis for any recruitment updates regarding this vacancy. If you are not successful at the shortlisting stage and would like feedback, please contact the Recruitment Team directly for feedback.

The salary range quoted is as per NHS Agenda for Change pay structures. This is based on the number of years’ working directly within the NHS at the advertised pay band. Experience gained with other NHS Trusts will apply, but candidates without prior experience working direct for the NHS would normally be appointed at the lowest point unless they can demonstrate the equivalent experience and then be eligible for incremental increases in future years.

Successful applicants for clinical posts up to and including Band 4 are expected to hold the national Care Certificate qualification and will be supported to attain this once in post.

The Trust is committed to equal opportunities, providing opportunities for flexible working and is a non-smoking organisation.

As a Trust we are passionate about Anti-Racism, Disability Inclusion, and LGBTQ+ Equality, and are committed to diversifying our staff team in all areas and at all levels of seniority to better reflect the diverse communities we serve. Therefore, we particularly welcome and encourage applications from people who belong to a minority or marginalised community, including from Black and Asian, Disabled (including hidden disabilities such as Neurodiversity, Mental Health, etc), or Lesbian, Gay, Bi, Trans or Queer (LGBTQ+) people.

Furthermore, Disabled applicants have the option of requesting that their application is considered under our Guaranteed Interview Scheme (GIS). Please indicate your intention to apply under the GIS in the relevant section of your application. Regardless of whether you participate in the scheme or have shared a disability, you will be provided the opportunity to request reasonable adjustments to the interview process at each stage of the recruitment process.

Due to the nature of the work some posts may be subject to a Standard Enhanced Disclosure and Barring Service (DBS) check, through the Disclosure and Barring Service as stipulated under part V of the Police Act 1997. Having a criminal record will not necessarily bar you from working with us; this will depend on the nature of the position and the circumstances of your offences.

Employer certification / accreditation badges

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.