Medical Secretary, Trauma & Orthopaedics (Band 3)

Gateshead Health NHS Foundation Trust; Gateshead; On-site; GBP 25,000 - 29,000; Full time

Job summary

Gateshead Health NHS Foundation Trust is seeking a Medical Secretary (Band 3) to support the Trauma & Orthopaedics team at the Queen Elizabeth Hospital. You will handle typing, dictation, appointment scheduling and confidential patient correspondence.

You should have GCSEs including Maths and English or an NVQ Level 2 in Business Administration, plus 2 years secretarial experience in a medical setting. Proficiency in MS Office and medical terminology is desirable.

Qualifications

• GCSEs including Maths and English or NVQ Level 2 in Business Administration.
• 2 years secretarial/administrative experience, ideally in an acute medical setting.
• Good written and verbal communication; strong organisational skills.

Responsibilities

• Develop close working relationships with secretarial colleagues and staff in the Trauma & Orthopaedics department.
• Ensure all correspondence is typed and forwarded accurately for the care of patients.
• Participate in training programs to develop your role.
• Handle confidential patient information with discretion and adhere to policies.
• Maintain professional image of the Trauma & Orthopaedic Services and Gateshead Health NHS Foundation Trust.
• Maintain patient confidentiality in line with IM&T policies.
• Comment on policies and procedures as part of service development.
• Work within Trust contract terms and report incidents as required.
• Liaise with other healthcare agencies, maintaining good communication links.
• Use software such as Winscribe, CareFlow, Medirota; manage copy clinical correspondence and clinic processes.
• Take minutes and manage test results inquiries with relevant staff.
• Assist with complaints handling per Trust procedures.
• File hard and digital copies per lean processes.
• Participate in appraisal and manage medical records distribution.

Skills

Communication

Organisational skills

Teamwork

Audio typing

Microsoft Office

Education

GCSE including Maths & English

NVQ Level 2 in Business Administration

RSA II typing

Tools

Winscribe

CareFlow

Medirota

Job description

Medical Secretary, Trauma & Orthopaedics (Band 3)

Medical Secretary - Full-time/Part-time - up to 37.5 hours per week - Permanent

Applications are invited from hard working and organised individuals to provide a high quality secretarial and administrative service based within the department of Trauma & Orthopaedics. You will be based at the Queen Elizabeth Hospital.

Main duties of the job

You should be education to a good standard (GCSE or equivalent, including Maths and English) or have an NVQ Level 2 in Business Administration.

You should have 2 years previous secretarial/administrative experience, some of which within an acute medical setting. Good written and verbal communication skills are essential together with good organisational and planning skills. RSA II typewriting/Audio/Word processing qualification would be an advantage, as would audio typing skills.

You should also have knowledge of a range of secretarial procedures and software programmes. An understanding of medical terminology would be advantageous.

About us

Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care and Bensham Hospital all within Gateshead.

Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.

We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.

Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.

We have a number of staff networks including the BAME network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our armed forces network is one of our emerging networks.

The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.

Job responsibilities

• To develop close working relationships with secretarial colleagues and other staff within the Trauma & Orthopaedic department.
• To ensure that all correspondence is typed and forwarded to health care professionals accurately and with care in order that the service users receive a quality service.
• To be involved in an ongoing training programme in line with your developing role.
• To deal with sensitive information either through audio/digital dictation or indirectly through patient records in an appropriate manner, using skills such as confidentiality.
• Maintain and promote the professional image of the Trauma & Orthopaedic Services and Gateshead Health NHS Foundation Trust.
• Maintain patient confidentiality at all times in line with the Trust Information Management and Technology (IM&T) Information Security Policy.
• As part of a continually developing service you will be required to comment on policies and procedures.
• Work within the Terms and Conditions of Employment of your Trust Contract.
• Report incidents, accidents and defects according to Trust and Business Unit guidelines.
• To liaise with other healthcare agencies and departments, maintaining and developing good communication links.
• Working with Software programmes such as Winscribe, CareFlow, Medirota and any other systems required.
• Typing of copy clinical correspondence and ensuring any actions are carried out, VTC clinics of a confidential and often sensitive nature.
• Minute taking.
• Enquiries may include requests for test results and these should be referred to the relevant discipline personnel.
• Understand how to deal with complaints effectively and efficiently, ensuring any written complaints are referred to the appropriate staff in accordance with Trust policies and procedures.
• To undertake filing as required of hard copies and any electronic copies as appropriate in accordance with lean principles.
• To participate in Contact Appraisal.
• To collect and distribute medical records.

Person Specification

Qualifications

• Educated to a good standard (GCSE or equivalent, including Maths and English) or NVQ Level 2 in Business and Administration)
• RSA 2 typing or equivalent IT skills

Experience

• Experience of working in NHS or healthcare environment in an admin role
• 2 years recent experience of working in secretarial or office environment
• Experienced in using Microsoft Office packages

Knowledge/Skills

• Clear effective written and verbal communication skills
• Ability to demonstrate good organisational planning skills
• Ability to work autonomously and also as part of a team, developing good working relationships with colleagues
• Ability to provide flexible committed support with the ability to adapt to developing service needs with a flexible approach to working as service needs dictate.
• Knowledge of Careflow system
• Familiarity with medical terminology

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.