MEDICAL SECRETARY - BAND 4

Job Purpose

The post holder will provide a comprehensive secretarial and administrative role, acting as first point of contact for the Consultant and their team.  You will be expected to work independently, exercising judgment and initiative to prioritise and co-ordinate your own workload. In addition to general medical secretarial duties the post-holder will be expected to ensure patients’ medical records are kept up-to-date, book appointments, co-ordinate Outpatient clinics, input data onto the clinical information system, participate with audits and support with providing information for Business and Operational Intelligence purposes.  You will be required to use various computerised systems, including Microsoft Office, Outlook and the clinical information system, RIO for which training will be provided.

Applicants must possess the AMSPAR Diploma qualification (or have a minimum of 3-years’ demonstrable experience working in a medical secretarial role and supporting qualifications).  All candidates must have a working knowledge of computer packages including Microsoft Office/Outlook and have a minimum of two years secretarial experience,   GCSE English at Grade A – C and OCR/RSA Level II typing qualification.  

Location: West Bromwich

Job Type: Temporary 

Duration of booking: Expected to last 3 months with possible extension

Proposed start date: ASAP

Pay Rates: Up to £14 per hour PAYE inclusive of holiday pay

Hours / Working Days: 37.5 hours per week / Monday to Friday, 8.30am – 4.30pm 

Sector: Healthcare 

Based: Office / Hospital 

Main Duties/Responsibilities 

• To ensure medical staff and clinical staff make optimum use of their time by organising their work programmes, preparation of papers, maintaining their manual and electronic diaries and arranging appointments.
• To deal with incoming queries via the telephone or in person, from patients, relatives, GPs and other health and social care professionals.  Have the ability to deal with patients who may be distressed and give appropriate advice, within the boundaries of the role.  Dealing with sensitive information and having the skills necessary to offer appropriate advice within boundaries, using own judgement or in consultation with medical staff as necessary.
• Maintaining patient files to include registering patients, initiating patient notes, liaising with patients directly, arranging appointments and inputting data onto the information system.  Ensuring patients’ notes and investigations are available at the time of visit/appointment.
• To be responsible for ensuring waiting times for out-patient appointments are adhered to in line with government directives, providing performance management reports to the Administration Manager as necessary.
• To arrange domiciliary visits via the telephone including Mental Health Act Assessments and record appropriate action on the information system.
• Assisting in the arrangements for patients to be admitted to hospital, e.g. checking bed availability, ensuring notes are available to the ward etc.
• Process a wide range of incoming information via the postal system, ensuring patients’ notes, previous correspondence and investigation results are available.  Maintain a check on all correspondence to ensure action is taken as appropriate and reminding medical staff of outstanding items where necessary.
• Transcription of manuscript drafts, audio tapes or shorthand notes for the production of court reports,  Mental Health Tribunal reports, clinical correspondence etc. ensuring appropriate design and layout.  Transcription of sensitive information ensuring confidentiality, correct medical terminology, medication and drug doses.  
• Arrange and attend formal and team meetings to take notes, produce minutes, draft agendas and ensure members receive agenda and relevant enclosures on time.  Provide general support to the meetings and ensure all arrangements for facilities are made.
• Organise conferences as and when required, ensuring all necessary arrangements are made.
• Manage and ensure efficient and effective systems and office procedures are developed, maintained and monitored for the provision of medical services.
• Maintain all reference files; policies and procedures files within the service.
• Responsible for the implementation and maintenance of policies within medical service provision e.g. filing system, bring forward system, message taking system.
• To use electronic data systems, including any Clinical Information Systems, Microsoft Word, Microsoft Outlook (respond to and action as necessary) and Internet Explorer.
• Receive out-patient investigation results and action as necessary, ensuring that any abnormal reports are brought to the attention of the medical staff.  Results must be filed correctly and be available to out-patient clinics.
• To undertake any other duties of a similar nature consistent with the responsibilities of this post in order to provide a quality Outpatient and medical secretary service.