Administrator/Medical Secretary

at  NHS Professionals

YOU’LL HAVE THE FOLLOWING SKILLS/EXPERIENCE:

1. Proficient in MS Word, Excel, and Teams
2. Accurate copy typing skills
3. Good telephone manner
4. Ability to work effectively in a team

JOB PURPOSE

To provide a comprehensive Medical Secretarial and Administration Service to the department in strict accordance with GDPR and Trust confidentiality guidelines, ensuring all work is processed in a timely, efficient way.
Provide a full and comprehensive Medical Secretarial Service, including timely audio typing of clinic letters, letters, documents/presentations, taking and typing of minutes, agendas, and compilation of letters as required by the Consultant(s) and respective Team(s). This may involve correction of incorrect grammar and interpretation of different pronunciations and handwritten clinical notes of advanced medical terminology

JOB RESPONSIBILITIES:

• To provide a support Medical Secretarial and Administration Service within the Directorate. To undertake accurate audio/copy typing (digital) of medical correspondence and general administration for the Consultants and their teams. This will include highly sensitive and complex medical terminology with a need for confidentiality.
• To work to the agreed standards and templates for each specialty/department
• In the absence of the Senior Medical Secretary (or as appropriately delegated)to receive and open Consultant/medical staff’s mail, to action routine/non- routine and urgent correspondence and drawing the necessary items to the attention of the person concerned.
• In conjunction with the Senior Medical Secretary, ensure that the departmental transcription workload is prioritised and maintained within time standards
• To assist with the daily management of clinic lists and booking of priority patients
• To exercise initiative in dealing with enquiries from patients/relatives, general practitioners and individual departments both on the telephone and in person. Reassuring patients, carers and relatives, if appropriate, waiting for appointments, test results and commencement of treatment. To take appropriate action where required.
• Dealing with Dermatology generic emails on a daily basis.
• To be responsible for the follow up, collation and presentation of diagnostic and therapeutic reports for the attention of medical and nursing staff
• To act as part of a departmental team; thus providing secretarial and administrative services, as necessary, for colleagues in their absence
• To be responsible for any daily housekeeping procedures relating to the running of the secretarial area
• Any other tasks as may be agreed between the post holder and the Team Leader in the future
• Undertaking general secretarial duties of filing and file retrieval, photocopying, scanning, ordering supplies etc when necessary.
• To take telephone calls and to take appropriate action as and when required. This will include passing on accurate messages to other staff.
• Posting signed letters
• Maintain databases and patient management systems, ensuring timely updates and data accuracy.
• Work collaboratively with the multidisciplinary Team to support innovative services and improved patient care.
• Prepare documents, reports, and meeting minutes, supporting the team with all administrative needs.
• Scanning documents to Evolve (Trust’s electronic patient record)
• To be responsible for the follow up, collation and presentation of diagnostic and therapeutic reports for the attention of medical and nursing staff
• To act as part of a departmental team; thus providing secretarial and administrative services, as necessary, for colleagues in their absence
• To be responsible for any daily housekeeping procedures relating to the running of the secretarial area
• Any other tasks as may be agreed between the post holder and the Team Leader in the future
• Undertaking general secretarial duties of filing and file retrieval, photocopying, scanning, ordering supplies etc when necessary.
• To take telephone calls and to take appropriate action as and when required. This will include passing on accurate messages to other staff.
• Posting signed letters
• Maintain databases and patient management systems, ensuring timely updates and data accuracy.
• Work collaboratively with the multidisciplinary Team to support innovative services and improved patient care.
• Prepare documents, reports, and meeting minutes, supporting the team with all administrative needs.
• Scanning documents to Evolve (Trust’s electronic patient record)