Dermatology Medical Secretary Job at Great Western Hospitals NHS Foundation Trust (Swindon)

Job Description

We are seeking a full time Medical Secretary to join our team. Working as part of the Medical Specialities secretarial group providing a full and efficient secretarial service to the Directorate in support of the work of Consultants and other Clinical Staff to maximise patient care. The post holder must be able to prioritise work, in order to maximise the effectiveness of the service and demonstrate a high level of organisational skills. The role requires good communication skills to patients and relatives. The post is part of a team comprising of Medical secretaries and typing clerks. The candidate should also demonstrate a willingness to contribute to the Team objectives of the department in providing a high-quality service and support to typing clerks and new staff, as required.

Job Responsibility

Opening, sorting and prioritising incoming mail for the department and managing files to marry up with incoming correspondence
Re-directing calls to the appropriate teams where required, outpatients, MOP bookings etc, ensuring patient letters requiring procedures are sent to the correct teams in appropriate timescales
Assisting with urgent prescription queries as needed
Logging of incoming phone calls
responding to those not requiring input from colleagues and passing messages to other professionals as appropriate
Respond to telephone calls from anxious and distressed patients, taking messages and resolving problems when possible, in a professional and competent manner
Type clinic letters, discharges, tertiary referrals and other patient related documentation
Maintaining correct document history
Monitor and manage outstanding results including and not limited to urgent PET scans, histologies etc
Ensuring patient results are relayed to the patient as soon as possible
Managing the Dermatology secretarial email inbox on a rota basis
Relaying urgent medical information including drug dosages and other instructions to patients/GPs and external organisations
Managing internal ward referral inbox forwarding to appropriate medical staff
Forwarding and ensuring ownership by a member of the medical team for urgent radiology, blood or MOP results, where appropriate
Ensure all investigatory results are seen promptly by the Consultant referring for test, or agreed member of team during periods of leave, and processed accordingly
To provide an administrative service to nominated medical staff as required eg computerised diary management
Type letters, clinical reports and transcriptions and updating spreadsheets and databases as required within agreed timescales
Be expected, and confident to change/amend grammar in the letters where English is not a first language
Ensuring all leaflets/blood forms etc are enclosed when sending any attachments with the correspondence
Deal professionally and effectively with external communication, including complaints, press and police enquiries
Ensure all queries from colleagues are dealt with quickly and effectively in the department, producing file notes as necessary
Maintaining a working knowledge of hospital systems so that enquiries can be dealt with efficiently
Taking and providing minutes of meetings when required
To participate in audit as instructed by the Line Manager
To participate in regular meetings and be actively involved in generating ideas for service improvement
Support and cross-cover colleagues in times of annual leave
Maintaining total confidentiality of personal and financial data
Promote a positive image of the Trust at all times

Requirements

Educated to GCSE Grade C / 4 in English (or equivalent qualification)
RSA II or equivalent in secretarial skills and typing
Demonstrable working knowledge of Microsoft packages (esp. Word and Outlook)
Audio typing speed of at least 60 wpm
Ability to work effectively independently and as a team
Good communication skills (written, face to face and on the telephone)
Previous Medical Secretary experience
Knowledge of medical terminology

Nice to have

Certificate in Medical Terminology
ECDL
Secretarial qualification
Previous NHS experience

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Dermatology Medical Secretary

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