Administration Secretary

Walsall Healthcare NHS Trust; United States; Remote; USD 32,000 - 36,000; Full time

Job summary

The Gynaecology service at Walsall Healthcare NHS Trust is seeking an enthusiastic secretary to provide a comprehensive medical audio and word-processing service to the clinical team. You will type letters, minutes and medico-legal reports, and manage medical notes, referrals and clinic appointments with tact and empathy.

You will support junior staff, maintain accurate records, and handle diary commitments for the team in a professional NHS environment, using Careflow and Dragon dictation where

Qualifications

• Good organisational skills and ability to manage workload effectively.
• Excellent telephone manner and professionalism in all interactions.
• Strong communication skills with patients, relatives and colleagues.

Responsibilities

• Provide comprehensive medical audio and word-processing support to the clinical team, including typing clinic letters and minutes.
• Process medical notes and manage referrals to ensure timely reviews and follow-up.
• Answer the telephone promptly, book appointments, and liaise with patients with tact and empathy.
• Support new or junior staff and demonstrate duties as required.
• Maintain electronic and paper clinical records, including waiting lists and discharge summaries.
• Arrange meetings, manage diaries, and ensure adherence to clinical policies and SOPs.

Skills

Organisational skills

Telephone etiquette

Communication skills

Tools

Careflow

Dragon dictation

Job description

This post will also be trained in Gynae Easibook and Colposcopy admin to enable cross-cover of services as well as support Care Group Administration 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, as well as booking clinic appointments, 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., 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, as well as booking clinic appointments, 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.

• Any other reasonable duties required by line manager

NB: This post holder will be required to support Medical Secretaries, Gynae Easi-Book and Colposcopy admin service. They will also support the Care Group Teams administration needs when required

The Gynaecology service is looking to recruit an enthusiastic, self-motivated secretary to complement our existing friendly team. Your involvement in our team will help fulfil our commitment to delivering a comprehensive, medical audio and word-processing service to the clinical team. You will have good organisational skills and be able to manage your workload effectively. It is desirable for you to be competent in using Careflow and Dragon dictation software We require good communication skills and an excellent telephone manner and professionalism is expected within this role at all times. You will have a good command of the English language with the ability to understand and accurately convey verbal and written information.

Walsall Healthcare NHS Trust The Trust directly employs more than 4,000 staff making it one of the largest employers in Walsall. We are an integrated Trust and the only provider of NHS acute care in Walsall, providing inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor Hospital houses the full range of district general hospital services under one roof. We provide high quality, friendly and effective community health services from some 60 sites including Health Centres and GP surgeries. Covering Walsall and beyond, our multidisciplinary services include rapid response in the community and home-based care, so that those with long-term conditions and the frail and elderly, can remain in their own homes to be cared for wherever appropriate. The hospital site was redeveloped between 2007 and 2010 and has 550 acute beds. It also comprises of outpatient, diagnostic and treatment facilities for short stay cases whilst the upgraded older building provides emergency care. Over the last 12 months more than £50m has been invested in healthcare services across the hospital's estate which includes two new, state-of-the-art MRI scanners, the creation of a new 22 bedded Intensive Care Unit and a new Obstetric Theatre and expansion of the Neonatal Unit