Support Medical Secretary

Walsall Healthcare NHS Trust; Walsall; On-site; GBP 24,000 - 27,000; Full time

Job summary

Walsall Healthcare NHS Trust is recruiting a Medical Secretary to provide comprehensive secretarial and administrative support to the clinical team within a busy NHS environment. The role includes typing clinic letters, managing waiting lists and coordinating clinics for clinicians.

You will handle first line patient enquiries, maintain clinical records electronically and in paper form, and support junior staff while ensuring high-quality service and adherence to SOPs.

Qualifications

• English and Maths GCSE C/4 required.
• AMSPAR qualification preferred.
• Medical Terminology knowledge desirable.

Responsibilities

• Provide comprehensive secretarial and administration support.
• Handle first line enquiries from patients, relatives and staff.
• Coordinate waiting lists and clinics for clinicians.
• Type clinic letters, minutes, discharge summaries and medico-legal reports.
• Obtain medical notes to assist management of appointments and referrals.
• Answer telephones, arrange appointments and provide information.
• Maintain accurate clinical records electronically and on paper.
• Manage workload with supervision and adhere to SOPs.
• Order and maintain office supplies.
• General office duties including mail, email, fax and photocopying.

Skills

Microsoft Office

Education

English and Maths GCSE C/4

AMSPAR

Medical Terminology

Job description

Why not try our Jobs-by-Email service to be sent alertsabout new vacancies as they are advertised? Our recruitment system also helps you manage the progress of your application including saving your draft applications, in additionto managing your interviews, and ID/DBS check appointments.

Should you have any queries for the resourcing team, they are available from 8am to 5pm, Monday to Friday. To get in touch please call 01922 656161.

Walsall Manor Hospital is a busy district general hospital offering compete range of acute services. The Trust primarily serves the immediate population of Walsall with some patients requiring more specialised treatment at other, neighbouring Trusts. The Trust continues to invest in its facilities and services, supporting high-quality care for the communities it serves.

This role offers the opportunity to work within our integrated care model, contributing to high-quality services that help people remain independent in their own homes and communities.

We are committed to investing in our workforce and creating an environment where colleagues can learn, contribute and develop. Our new Urgent Emergency Care Centre, opened in March 2023, demonstrates our ongoing investment in facilities and services.

As an employee, you’ll benefit from an attractive salary and comprehensive benefits package (detailed in Employer Description above), plus access to NHS pension arrangements and staff accommodation where available.

Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant, currently holding the Bronze Award, underlining our commitment to supporting the Armed Forces Community.

Job overview

To provide comprehensive secretarial and administration support, handling first line enquiries from patients, relatives and staff and coordinating waiting lists and clinics for an assigned group of clinicians.

PLEASE NOTE IF WE RECEIVE A LARGE NUMBER OF APPLICATIONS, WE MAY CLOSE THIS VACANCY EARLY.

Main duties of the job

To provide comprehensive secretarial and administration support, handling first line enquiries from patients, relatives and staff and coordinating waiting lists and clinics for an assigned group of clinicians.

Working for our organisation

Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state-of-the-art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space.

Detailed job description and main responsibilities

1. To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.

2. Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.

3. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.

4. Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.

5. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.

6. Provide support to new or junior staff as required. May be required to demonstrate duties to new starters and less experienced staff.

7. Maintaining accurate processing and storage of clinical records via both electronic systems and paper-based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.

8. Managing own workload, with the support of a Team Leader (or equivalent) being available for reference and advice, ensuring compliance with standards relevant to the role and department, ensuring that a quality service is provided according to agreed policies and Standard Operating Procedures.

9. Ordering and maintaining office supplies and stationery as appropriate.

10. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.

Person specification

Qualifications

• English and Maths GCSE C/4
• AMSPAR
• Medical Terminology

Experience

• Previous experience in a NHS role

Knowledge

• Knowledge of Mircosoft Office packages

Experience

• Experience working within a fast paced environment

Please note your application will be transferred from the NHS Jobs system to the internal Walsall Healthcare Trac System. All correspondence will be sent via Trac.

Sponsorship and Visas

We welcome applications from all candidates with the right to work in the UK, including those on Health and Care Visas, Graduate Visas, or other valid permissions. All candidates will be considered on equal terms.

This Trust currently recruits successfully from the domestic labour market and has a sufficient pool of suitably qualified candidates for Band 3 roles. Visa sponsorship is therefore not available for this role currently.Candidates who already hold the right to work in the UK, including those on an existing Health and Care Visa, Graduate Visa, or any other valid permission are welcome to apply and will be considered on equal terms. This position is reviewed regularly in line with Home Office guidance. Right to work will be verified at each stage of the recruitment and monitored throughout employment. All candidates who are offered a position will be required to provide evidence of their right to work in the UK as part of the pre-employment checks process. Where a candidates' right to work is derived from another person’s immigration permission, the Trust will discuss the implications of this with the candidate before a permanent post is confirmed, to ensure that both parties understand the terms on which employment can be sustained.

Recruitment and Selection Approach

In line with best practice and regulatory guidance, our selection process is fair, consistent and based on your ability to perform the role, contribute to the organisation and your potential for development.

What to expect:

Application screening: Your application will be reviewed against the person specification

Interview: Typically, a panel interview with competency-based and values-based questions

Assessment: Role-dependent assessments may include practical tasks or presentations

Timeline: We aim to complete the process within 47 days of the closing date. Recruitment Journey is attached to all live vacancies.

We are committed to making reasonable adjustments for disabled candidates at any stage. Please contact us to discuss your needs.

Employer certification / accreditation badges

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

Application numbers

Please note this vacancy may close early due to high volume of applications