Band 3 Medical Secretary

Job summary

We are looking for a full-time Band 3 Medical Secretary to join our fantastic team in the Neonatal Department at Heartlands Hospital. You would be expected to provide a comprehensive secretarial and administrative service within this very busy department. This secretarial role will entail working closely with our Clinical Team to provide safe and effective management of patients; you will be the first point of contact so you should also possess excellent communication skills.

Our Medical Secretaries provide a highly valued service so we are looking for an individual who has experience and a proven track record of working as a secretary/administrator preferably within a healthcare environment; along with accurate audio-typing skills, you should be well organised, be able to multi-task, and stay calm under pressure with the flexibility to respond to any changing service demands at short notice. You should also have knowledge and have worked with MS Office and be able to pick up new IT systems quickly. Knowledge of trust systems including Oceano and Dragon will be advantageous.

The role will be predominantly based at Heartlands Hospital. We also offer flexible working within the department.

Main duties of the job

To touch type from audio dictation and/or copy type from written documentation prepare letters, emails, reports and minutes of meetings.

To book, reschedule and cancel patient appointments and manage patient partial booking lists.

To build, reschedule, and cancel clinician's clinics based on their availability.

To exercise initiative and judgement based on acquired knowledge, and experience when dealing with enquires, receiving and dealing with telephone enquires as appropriate.

To maintain clinician's diaries as required.

Input and look up data on trust IT systems in accordance with trust policy.

To ensure post is opened daily and dealt with accordingly.

To arrange agendas, meetings and appointments as necessary.

Photocopying, scanning of letters and documents as required.

Any other general administrative tasks as specified within the job description.

About us

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

Job responsibilities

Person specification

Qualifications

Essential

• *Good General Education (e.g. GCSE English and Maths A-C) GCSE Level 9-4
• *Business Administration NVQ level 3 or equivalent experience in a clerical environment

Desirable

• *AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology

Experience

Essential

• *Experience of dealing with the Public/Customer service experience
• *Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
• *Experience of using IT systems

Desirable

• *Experience of working in a busy environment
• *Experience of working in Healthcare

Additional Criteria

Essential

• *Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
• *Good keyboard / IT skills
• *Good organisation skills and ability to multitask
• *Good time management skills
• *Ability to deal professionally with enquiries from staff
• *Ability to problem solve
• *Understand confidentiality and apply the principles
• *Ability to pay attention to detail where there are predictable interruptions to the work pattern
• *Ability to deal with stressful situations and sensitive
• *Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
• *Good keyboard / IT skills
• *Good organisation skills and ability to multitask
• *Good time management skills
• *Ability to deal professionally with enquiries from staff
• *Ability to problem solve
• *Understand confidentiality and apply the principles
• *Ability to pay attention to detail where there are predictable interruptions to the work pattern
• *Ability to deal with stressful situations and sensitive

Desirable

• *Ability to work under pressure and deal with stressful situations