Support Medical Secretary

Employer: The Royal Orthopaedic Hospital NHS Foundation Trust

Employer type: NHS

Site: The Royal Orthopaedic Hospital

Town: Birmingham

Salary: £24,071 – £25,674 per annum (Pro-rata if part time)

Salary period: Yearly

Closing: 12/02/2025 08:00

Support Medical Secretary

NHS AfC: Band 3

Job overview

An exciting opportunity has arisen within the Small Joints admin team at the Royal Orthopaedic Hospital NHS Foundation Trust for a Support Medical Secretary.

We are looking to recruit an enthusiastic and motivated individual to support the Spinal medical secretaries. The successful candidate will need to have excellent organisation skills, initiative, and good prioritisation skills.

The position provides the opportunity to work within a very supportive and welcoming team and to further develop your knowledge and skills.

You will need to be educated to GCSE level (or equivalent), have strong audio typing and should be proficient in using all aspects of Microsoft Office, particularly Word and Outlook.

Main duties of the job

To provide full and comprehensive assistant medical secretarial cover to support the Clinicians and Medical Secretarial department.

Ensure all routine clinical information and correspondence is up to date and available when required.

Detailed job description and main responsibilities

To provide full and comprehensive assistant medical secretarial cover to support the Clinicians and Medical Secretarial department.

Ensure all routine clinical information and correspondence is up to date and available when required.

MAIN DUTIES AND RESPONSIBILITIES

1. Provide a comprehensive assistant secretarial service to clinicians and clinical teams in conjunction with the Senior Team Secretaries.
2. To deputise for the Personal Medical Secretaries on an ad hoc basis, for annual and sick leave.
3. To assist/deputise for the Personal Medical Secretaries regarding admissions, waiting lists, ad hoc ward attenders and cancellations ensuring hospital policies are adhered to, with appropriate training.
4. Receive phone calls from patients, relatives and GP’s. Ensure they are dealt with in a timely manner or passed to the appropriate Secretary as required, maintaining the highest possible customer care at all times.
5. Communicate with other sections within patient access and other departments as required.
6. Type clinics and reports into PAS/Spinal / CRIS system as requested by the Personal Medical Secretaries.
7. Liaise with hospitals and GP surgeries for information.
8. Photocopying and faxing documents as required.
9. To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached. In addition to acting promptly and appropriately to all e-mail correspondence.
10. Track case notes in and out of departments.
11. Ensure loose filing is amalgamated with case notes within the department or health records.
12. Liaise with appropriate staff in making routine appointments or cancellations as directed by the Personal Medical Secretaries.
13. Supports Team Leader to induct and support junior members of the team.

This is not an exhaustive list of duties and a regular review will take place with the postholder as part of their ongoing development and performance management.

Person specification

Qualifications

• OCR/RSA III or Medical Terminology Qualification or Relevant practical experience of a full range of Secretarial procedures and software.

Experience

• Experience working as a Secretary.
• Articulate/experience of communication with varying levels within an organisation.
• Working within a team structure in a busy environment.

Skills and Knowledge

• Advanced word processing/keyboard skills.
• Customer care experience.
• Audiotyping of complicated medical documents.

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

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