Medical Secretary - (Community)

TN United Kingdom; Dorchester; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established healthcare provider is seeking a dedicated Medical Secretary to support the Paediatric Department. This vital role involves providing comprehensive administrative assistance, managing correspondence, and ensuring smooth clinic operations. The ideal candidate will possess excellent audio typing and communication skills, along with a strong understanding of confidentiality and medical terminology. Join a team committed to delivering outstanding care and improving community well-being while enjoying a collaborative and inclusive work environment.

Qualifications

• Educated to GCSE level or equivalent, including English at Grade C or above.
• Experience of working with computer systems, including Microsoft Office.

Responsibilities

• Provide secretarial and administrative support for the Paediatric Department.
• Manage incoming correspondence and telephone calls effectively.
• Coordinate clinics and maintain good working relationships with staff.

Skills

Audio Typing

Communication Skills

Organizational Skills

Confidentiality

Understanding of Medical Terms

Education

GCSE Level including English

RSA Stage III Word-processing

Tools

Microsoft Office

Job description

Social network you want to login/join with:

Medical Secretary - (Community), Dorchester

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Client:

Dorset County Hospital NHS Foundation Trust

Location:

Dorchester, United Kingdom

Job Category:

Other

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EU work permit required:

Yes

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Job Reference:

4dd99ac20539

Job Views:

9

Posted:

26.04.2025

Expiry Date:

10.06.2025

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Job Description:

Job overview

To provide a comprehensive secretarial and administrative support service for within the Paediatric Department and as the co-ordinator for the Core Diagnostic Team. All secretaries appointed to the Care Group have a shared responsibility to service the needs of the Care Group as appropriate

Assist in the achievement of Departmental Objectives

To provide cover for members of the secretarial team during periods of leave or absence.

Main duties of the job

To ensure the smooth and effective administration of the core diagnostic assessment clinics, which will include a wide range of duties including co-ordinating clinics, liaising with services, requesting and distributing reports, co-ordinating next steps

To manage, scrutinise and prioritise all incoming correspondence and emails, initiating responses on behalf of the Core Diagnostic Team where appropriate

To take responsibility for the day-to-day management of the assessment process, tracking children’s progress across the pathway and ensuring information is distributed ahead of appointments and deadlines

To receive and respond to incoming telephone calls, acting as a first point of contact for enquiries about the assessment pathway and clinics, including service users, carers, staff and people from a wide range of organisations, determining their requirements and taking appropriate action.

To assemble agendas, record outcomes and actions for the weekly Triage and Monthly ASD Departmental Meetings, and manage the rota for these.

To develop and maintain good and effective working relationships with a wide range of people both within the Trust and externally (e.g. SENCOs, Health Visitors, Social Workers) in order to ensure that communication and liaison is effective and that information is given and received in a timely manner

Gathering information and providing data reports as requested by the team

Working for our organisation

The post-holder will work closely with all members of staff in ensuring the delivery of a high quality service. This will require the utilisation of good secretarial, administrative, communication and interpersonal skills, knowledge of word-processing and other computerised systems. All secretaries appointed to the Paediatric service have a shared responsibility to service the needs of the department.

Detailed job description and main responsibilities

The post holder will be required to communicate with:

• All levels of staff working for the Trust, particularly Consultant medical staff and the management team
• All levels of staff working for NHS organisations outside of the Trust including local General Practitioners and the Primary Care Trust representatives
• The general public, including allied agencies, the local authority including schools and social care
• Develop good working relationships with staff within their own department and other departments within the Trust, demonstrating good empathic and listening skills.
• Work as part of a multi-disciplinary team, working with the team to maintain and support Departmental/Directorate policies and procedures.
• Provide support to colleagues to ensure that Outpatient clinic letters are produced in a timely manner.
• Telephone contact with patients or their carers will frequently be of a sensitive nature & confidentiality must be always maintained.
• Good communication skills required demonstrating diplomacy, tact, negotiation skills and empathy

1. KEY RESULT AREAS

Responsibility for Patients

• There will be some contact with patients during the general course of duties, mostly via the telephone, regarding appointments or queries for a consultant. The post holder will be required to deal with all such queries sympathetically, compassionately and efficiently, whilst maintaining patient confidentiality at all times.

Responsibility for Policy and Service Development

• The post holder will be required to follow all relevant Trust policies and always adhere to departmental guidelines.
• All tasks are organised and produced to required standards and within specified timescales, in agreement with line manager
• Maintain and develop own knowledge and skills through appraisal.
• Increase personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.

Responsibility for Financial and Physical Resources

• The post holder will be required to undertake a personal duty of care to the equipment within the department

Responsibility for Staff

• The post holder may be required on occasions to assist with the training and induction of new secretarial staff.
• The post holder may be required to supervise junior secretarial staff.
• The post holder will be expected to demonstrate a personal duty of care and consideration to their colleagues and other staff members within the Trust.
• In the absence of secretarial colleagues, be able to prioritise workload to ensure an element of cross cover within the Department, liaising with line manager where necessary.

Responsibility for Information Resources

• Efficientand effective use of the various computer systems to ensure the accurate recording of patient information.
• Clinic letters, reports, presentations etc to be produced using a variety of secretarial skills, i.e., from dictation, audio typing or otherwise, and within agreed standards and procedures.
• Transcribe minutes of meetings that are held within the department as required.
• Maintain and develop patient information, clerical, secretarial and record keeping systems in line with established Trust systems, liaising with Medical Records and other support services where necessary.
• Ensure filing and documentation is maintained using established departmental systems.
• Ensure that all tasks are organised and completed to expected standards within appropriate timescales.
• Maintain the Trust’s computerised Patient Administration System (PAS).
• Ensure patient tracking list (PTL) is maintained accurately for own area.

Responsibility for Research and Development

• Gather & collate audit/research or other data as required for the department.

Other Key Areas

• Deal with incoming mail, making appointments, accepting telephone calls, maintaining diaries, taking necessary action as appropriate.
• Ensure that all tasks are organised and produced to expected standards and within reasonable timescales in response to service demands.
• Validate outpatient lists for consultants in accordance with standard Trust procedures.
• Ensures that all consultant clinic letters are typed on the Trust’s PAS
• Co-ordinating all administrative support for the Core Diagnostic Team

Person specification

EDUCATION, QUALIFICATIONS & TRAINING

• Educated to GCSE level or equivalent, including English at Grade C or above
• RSA stage III Word-processing or equivalent

EXPERIENCE

• Experience of working with computer systems, to include Microsoft Office, in a working/academic environment

SKILLS, ABILITIES & KNOWLEDGE

• Evidence of secretarial skills including excellent audio typing and minute taking skills
• Evidence of effective communication skills both written and oral
• Evidence of ability to respond quickly to changing priorities organising and prioritising own workload to meet deadlines
• Evidence of ability to work with minimal supervision
• Evidence of ability to exercise judgement when dealing with patient queries and to analyse and resolve patient problems
• Evidence of flexibility and ability to adapt to different areas of work
• Ability to build and maintain good working relationships within a team
• Understanding of medical terms
• An understanding of the meaning of confidentiality and the requirement for this to be maintained

Our Mission

Outstanding care for people in ways which matter to them.

Our Vision

Dorset County Hospital, working with our health and social care partners, will be at the heart of improving the well-being of our communities.

Our Values

We are a Trust that celebrates diversity and we are committed to creating an inclusive environment for all employees. We would welcome applications from people in all under-represented groups.

PLEASE READ THE FOLLOWING IMPORTANT INFORMATION CAREFULLY BEFORE YOU SUBMIT YOUR APPLICATION

Please read the job description and person specification carefully to ensure your application reflects the knowledge, skills and experience required.

The closing date/interview date is subject to amendment; this vacancy may therefore expire at short notice, so we recommend that you submit an application at your earliest convenience.

Shortlisted applicants will be contacted via email; therefore it is important that you check your personal email account regularly.

Unfortunately we are unable to respond to every application; if we do not contact you within 4 weeks of the closing date, please be advised that you not have been shortlisted on this occasion.

You can contact us on 01305 254655 to find out whether you have been shortlisted or if you would like feedback.