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

Job Description

An exciting opportunity has arisen for a Medical Secretary to join our expanding Cardiology team. This post has been created to support the growth of our consultant workforce and meet the increasing needs of our local population. You will provide a comprehensive secretarial and administrative service to Consultants and the wider cardiology team, including audio-typing clinic letters, managing patient correspondence, coordinating appointments, supporting diaries and inboxes, and liaising with clinical and administrative teams to ensure smooth patient pathways. We are looking for a highly organised individual with excellent communication and typing skills, the ability to prioritise workload, and a proactive, flexible approach. Previous NHS or medical secretarial experience is desirable but not essential as full training will be given.

Job Responsibility

Audio-Typing clinic letters, referrals, reports, and other patient related documentation
File tests and loose histories regularly as appropriate, including placing on casenotes, scanning or cutting & pasting onto any indicated/necessary computer systems and or delivering to departments/health records
Learn the digital dictation system and ensure that processes are followed
Retrieve, log and return case notes / medical records and ensure that they are processed in accordance with Trust policy
To undertake administrative (E-referral/Choose and Book), clerical duties as required
To answer phones professionally, deal with queries wherever possible, record messages accurately and forward on to the appropriate individual for actioning
Request appointments/clinic bookings, cancellations, and expeditions as required
Maintain and update calendars/diaries, manage shared mailboxes and calendars and apply/record consultant/clinician leaves and prepare and submit expense and leave forms as required
Attend any meetings, arrange meetings, record minutes and undertake general secretarial duties of all descriptions for the consultants/clinicians/department as required
To provide a friendly, professional, complete and fully comprehensive administrative, secretarial and clerical service to the department including audio transcription service to the specialist nurses, doctors and/or consultants
Update and maintain a working knowledge of hospital systems so that enquiries can be dealt with efficiently
Distribute all incoming correspondence and ensure outgoing mail is ready for daily collection
Liaise with booking teams and departments to arrange patient appointments of all types
Participate in meetings and be actively involved in generating ideas for service improvement
Promote a positive image of the Trust at all times
Attend meetings as required
Manage and record information on patient administration systems from multiple share email inboxes including replies and advice requests
Other duties and responsibilities of the post will be required, flexible and will be reviewed by the Team Leader

Requirements

Educated to a minimum of 5 GCSE's (or equivalent) with GCSE of Grade C/4+ above or above inc both Maths and English
RSA II/II or equivalent demonstrable experience in typing/Audiotyping (i.e. speed over 60wpm)
Demonstrable working knowledge of Microsoft packages including Outlook, Word and Excel
Previous experience in a fast paced office environment
Experience dealing with members of the public
Running and organising outlook diary/calendar systems
Fast, accurate Typing skills
Good communication skills (written, face to face and on the telephone)
Ability to work effectively, independently and as part of a team
Audio transcription skills/experience

Nice to have

Certificate in Medical Terminology
European Computer Driving Licence
Secretary qualification
Willingness to actively seek personal development and training
Knowledge of medical terminology and working in a healthcare environment
Knowledge of security and dealing with confidential issues in relation to handling personal information

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