Medical Secretary in London

An exciting opportunity has arisen for an enthusiastic individual to join the Medicine Care Group as a Medical Secretary. The successful post holder will be the first point of contact for the respiratory service and provide a comprehensive secretarial service to the consultants and clinicians within the team. You will work as part of a team, however you should be able to work unsupervised using your own initiative.

Main duties of the job

• To provide comprehensive secretarial support to the Consultant, junior medical staff and respiratory nursing team.
• You must have a flexible approach, be able to work as part of a team as well as autonomously, and have highly developed interpersonal/written and verbal communication skills, as well as being able to prioritise a busy workload to meet deadlines.

Job responsibilities

• To provide a full range of confidential secretarial/administrative support to Consultants and supporting clinical staff, working with minimal supervision.
• To provide a timely and accurate copy and typing service to the department, producing letters, reports and other correspondence, as required.
• To undertake typing and distribution of clinical and other patient-related and general correspondence, produced by Consultants and supporting clinical staff, to achieve Trust standards of accuracy and timeliness.
• To deal with telephone enquiries, taking and conveying messages appropriately.
• To transmit electronic mail, photocopy and scan documents and circulate information within Trust or departmental timescales.
• To be the point of contact for staff, patients and others within and outside the organisation, responding to external and internal telephone enquiries, taking appropriate and timely action required, including making appointments, giving non-clinical advice, onward referral to relevant department, etc.
• To receive and respond to internal and external correspondence, taking appropriate and timely action as required, in accordance with Trust and/or departmental standards and processes.
• To book investigations as directed by clinical staff, ensuring test results are presented to medical staff on receipt, where these are not available electronically.
• To maintain accurate patient and GP details on the Trust's central and local Patient Administration and Clinical Systems, as required.
• To ensure patient information is bar-coded correctly for scanning into the electronic clinical document management system - EPR.
• To manage electronic diaries, as required.
• To support arrangement of on call rotas, as required.
• To action all clinic cancellations arising from annual leave, study leave and on call rotas as quickly as possible.
• To monitor and action diabetes admin and urgent radiology shared inboxes and disseminate the information to the relevant Consultant/On-call Consultant.
• To check and action SystmOne tasks sent in from GP surgeries, out of hours service etc and bring any relevant tasks to the attention of the clinical staff.
• To organise meetings, including arranging venues, preparing agendas, collating and issuing papers and attending for taking and production of minutes, as required.
• To operate efficient and up-to-date administrative systems and processes for all office tasks.
• To maintain accurate and timely data entry to databases to meet service requirements.
• To prioritise own workload to meet the needs of the patients and Consultants and ensure all deadlines are met.
• To support new and/or less experienced staff, as directed by line manager/head of service.
• To take notes at informal meetings and transcribe, as required.
• To maintain an up to date filing and archive filing system, disposing of archived records and documentation according to Trust policy.
• To order office supplies through Cardea and maintain agreed stock levels.
• To provide cover as required during absence of colleagues.
• The post holder may be required to undertake the role of Information Asset Administrator or Information Asset Owner to provide support for the control and administration of information assets within their area/department.
• The post holder may be required to undertake the role of Registration Authority Agent/Sponsor which includes supporting the NHS Care Records Service applications using smartcards and appropriate access files.

Person Specification

• Qualifications

• Good Standard of Education Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
• NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).
• Keyboarding/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards).

• Ability to work flexible shifts if necessary.
• Willing to undertake any training required for the post.
• Able to travel across Trust sites as required for the post.
• Aware of Information Governance, health and safety.

• Experience of a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment.
• Demonstrate experience of using Microsoft Word.
• Experience of setting up and maintaining office filing systems.
• Experience of maintaining and setting up databases.
• Experience in planning and organising meetings and taking minutes.
• Experience of providing secretarial/administrative support to a team.
• Experience of working within an NHS environment.

• Knowledge of computer packages e.g. Word, Excel, Outlook and PowerPoint.
• IT skills; ability to use email and maintain/update electronic diaries.
• Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
• Good interpersonal skills and excellent verbal and written communication skills.
• Able to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public.
• Able to use own initiative to resolve routine queries, in line with departmental procedures.
• Able to work with minimum supervision following set procedures.
• Ability to organise and prioritise workload to meet deadlines.
• Ability to work as a member of a team.
• Committed to quality customer care/delivering excellent customer service.
• Flexible approach to work and adaptable to change.
• Understanding of medical terminology.
• Previous experience of dictation modules and software packages.

• 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 CRB) to check for any previous criminal convictions.