Higher Level Medical Secretary - Paediatrics

This post is for internal candidates to The Shrewsbury and Telford Hospital NHS Trust, The Shropshire Community Health NHS Trust, The Robert Jones and Agnes Hunt Orthopaedic Hospital, or The Shropshire, Telford and Wrekin Integrated Care System. If you are not currently working for one of these organisations, your application will not be reviewed and will be automatically rejected at the shortlisting stage. Please be aware of this when submitting your application.

An exciting opportunity has become available to join our Medical Secretary team, working within the Paediatric department in the Women and Children\’s Centre. The post holder will join a team of Medical Secretaries who organise the Consultant\’s workload, diaries, and clinical correspondence to ensure an efficient service for our patients.

Applicants should already possess 4 GCSEs (grades 9 – 4) or equivalent, RSA stage 3 typing, word processing (or have equivalent experience), knowledge of MS Office, and be working towards NVQ Level 3 in Business/Medical Admin or AMSPAR. The ability to plan and prioritise a varied workload is essential, as are good interpersonal skills and the ability to communicate effectively with staff at all levels.

You should have knowledge of good practice and systems within the secretarial/PA field, knowledge of Health & Safety, and an understanding of confidentiality and data protection issues.

The successful applicants will gain valuable experience in managing a busy Medical Secretaries office daily.

Main duties of the job

• Produce accurate clinical and general correspondence for patients, colleagues, and GPs, often using complex and sensitive medical terminology from audio transcription and self-generated correspondence.
• Respond appropriately to telephone calls from patients, who may be distressed or anxious, and handle their concerns and queries sensitively.
• Organise the office efficiently in a complex and changing environment.
• Manage multiple tasks, many of which are non-routine, ensuring deadlines are met.
• Prioritise and organise your workload, making decisions and taking action as necessary to ensure smooth office and team operations through shared knowledge and cover.
• Ensure test and investigation results for patients are received, reviewed by medical staff, and that all relevant follow-up arrangements are completed.
• Use your initiative to ensure that results requiring immediate action are promptly presented to the Consultant or senior medical staff, and that clinical responses are completed.
• Arrange and support meetings, lectures, and conferences, including taking and transcribing minutes and following up on actions.
• Utilise the in-house patient data system to locate, retrieve, and deliver medical records, x-rays, and investigation results.
• Ensure all patient case notes passing through the office are properly booked in and out.
• Monitor and manage outpatient clinics and operating lists to maintain appropriate Doctor/Patient ratios by analysing Medical Staff Rotas and Consultants\’ diaries.
• Participate in the assessment of referral urgency, including deviating from clinic rules when necessary.

Working for our organisation

The successful applicant will work alongside a team of Paediatric Medical Secretaries within the Women and Children\’s Centre, supporting several Consultants and Nurse Specialists across various specialties, providing a diverse and interesting workload.

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