Medical Secretary

Job summary

We are recruiting for two Medical Secretary positions: one permanent full-time post and one 12-month fixed-term full-time post. Candidates can indicate whether they wish to be considered for the permanent position, the fixed-term position, or both.

The role provides an advanced secretarial service to the Consultants and medical teams. Accurately coordinating medical information to expedite the continuing care of the patients. The successful applicant will be looking after a number of consultants across different specialities.

'A Day in the Life of a DHC Medical Secretary' is also attached.

The interview will consist of situational (tell us about a time when) questions followed by a 30 minute audio typing test.If you require a reasonable adjustment under the Equality Act to participate in the interview process, please let us know when invited so that we can discuss your requirements.

Please note that we are unable to offer visa sponsorship. Applicants must have the appropriate right to work in the UK for the duration of the employment.

Appointment to this role is subject to a satisfactory Standard DBS check. Any information disclosed will be considered fairly and only where relevant to the requirements of the role.

We screen and shortlist suitable candidates as applications are received. We reserve the right to close this vacancy early and without notice if we fill the position; we encourage early applications to avoid disappointment.

Main duties of the job

The ideal candidate will have previous secretarial experience, ideally within a hospital or NHS role, with excellent word-processing, audio typing and keyboard skills.

The post holder will be able to manage their workload efficiently and effectively on a daily basis, making decisions pertaining to the smooth and efficient running of the department, acting independently, but escalating where necessary.

You will have the ability to build excellent working relationships, communicating effectively with a diverse group of people, within the secretarial team, wider DHC community and with all parties within GP practices, healthcare providers, local authorities and social services. You will have a good working knowledge of Microsoft Office, have the ability to adhere to confidentiality at all times and have excellent writing skills to generate letters. You will be organised and have the ability to prioritise your workload and remain calm whilst working under pressure to meet deadlines.

About us

This is an excellent opportunity to be a part of our organisation as we are going through a period of growth and looking to recruit a talented Medical Secretary to our professional and friendly team.

The role will be based within Outpatients at Dorking Hospital, but occasional visits to other DHC outpatient sites may be necessary. We offer a good working environment in a friendly, progressive team.

Dorking Healthcare (DHC) is an organisation that provides a wide range of quality healthcare services in Surrey and Sussex. We are registered with the CQC (Care Quality Commission) and we are an accredited AQP (Any Qualified Provider). Our vision is to continually improve local services for patients by offering first-class care and shorter waiting times.

A can-do attitude is a vital asset at DHC, and we are looking for like-minded individuals to work with us who share the same approach and work ethic.

The benefits we offer include:

• Competitive salaries
• Membership of the NHS pension scheme
• 27 days annual leave plus bank holidays, increasing with length of service
• Opportunities for training and development
• Some of our sites have free on-site parking (subject to availability)

We aim to be an employer of choice and conduct annual staff satisfaction surveys

DHC actively encourages and promotes diversity, ensures all voices are heard and included and is committed to equal opportunities for all.

Job responsibilities

Contract Type: Full-time fixed-term with the possibility to extend.

Closing date:5th of January. Applications will be reviewed throughout the recruiting period, so we encourage early application.

JOB SUMMARY

The role provides an advanced secretarial service to the Consultants and medical teams. Accurately coordinating medical information to expedite the continuing care of the patients. The successful applicant will be looking after a number of consultants across different specialities.

DUTIES AND RESPONSIBILITIES OF THE POST

• Liaise with Consultants as required, including clinic dates, annual/study leave, queries
• Accurately transcribing consultant dictations (audio typing)
• Generate letters following outpatient appointments within the expected time period
• Coordinate actions from appointments with other teams to ensure patient treatment is progressed efficiently and effectively
• First point of contact for queries, building good relationships with patients
• Meet expectations for turnaround of typing and sending clinic letters, as well as team and individual goals

Build excellent working relationships within the secretarial team, other teams within the Outpatient Department and other organisations, including GP practices, healthcare providers, local authorities, and social services

Undertake any other reasonable duties as commensurate with the nature of this role

WORK SETTING AND REVIEW

To manage own workload efficiently and effectively on a daily basis. Make decisions pertaining to the smooth and efficient running of the department, acting independently but, where necessary, referring problems to the Lead Secretary or the appropriate consultant via the quickest route possible.

Be able to work with a degree of autonomy, which comes from experience.

Work towards objectives as set by the Lead Secretary.

CONFIDENTIALITY

The post holder must maintain the confidentiality of information about patients, staff and DHC business in accordance with the Data Protection Act 1998 and Caldicott principles.

This job description represents an outline of the responsibilities of the post and is not intended to be an exhaustive list of duties or tasks. It will change and develop in line with organisational needs and may be amended following agreement with the post-holder.

Person specification

Qualifications

Essential

• Good standard of general education (Numerate and good standard of English).
• Good knowledge of a range of software programmes.

Desirable

• Understanding or familiarity with medical terminology.

Knowledge

Essential

• Excellent keyboard skills.
• Computer literate.
• Ability to communicate effectively with a diverse group of people at all levels.
• High-quality standards in all communication.
• Working knowledge of Microsoft Office and internet/web skills or equivalent.
• Ability to maintain confidentiality at all times.
• Commitment to Continuing Professional Development.

Desirable

• Experienced knowledge of medical terminology.
• SystmOne (NHS Database).

Skills and Aptitudes

Essential

• Excellent verbal and written communication skills.
• A methodical and organised approach to work.
• Ability to work under pressure and to meet deadlines.
• Work without supervision.
• Good time management.
• Patient-focused.
• Ability to prioritise tasks/duties to ensure local/national targets are met.
• Manage patient pathways.
• Excellent attention to detail.

Desirable

• Knowledge of patient referral to treatment times; experience of monitoring patient pathways.

Attributes

Essential

• Can do attitude to daily tasks, adversity and new ways of working.
• Seek to achieve the most efficient way to complete tasks.
• Aspiration to continuously improve the experience of our patients.

Experience

Essential

• Excellent word-processing, audio typing skills.
• Previous secretarial experience.

Desirable

• Previous hospital or NHS experience in a medical secretary role.
• Audio typing experience.