Assistant Medical Secretary

Band 3 Assistant Medical Secretary required for a large public sector organisation based through the Belfast Trust.

Location: RVH

Pay Per Hour: £11.11

Full Time / Part Time: Full Time

JOB SUMMARY/MAIN PURPOSE:

The post-holder will support the Medical Secretaries within a specialty/Subspecialty in the provision of a medical secretarial and administrative service to consultant(s) and teams.

MAIN DUTIES / RESPONSIBILITIES

For each of the following, the postholder will;

• Undertake any secretarial tasks appropriate to the band as required by the Admin Services Co-ordinator, Speciality consultants and secretaries.
• Act as a point of contact for all forms of communication between the Consultant, patients, relatives, all hospital staff, General Practitioners and their staff and outside agencies.
• Effectively deal with telephone calls from patients, relatives, hospital staff and General Practitioners and other individuals or organisations, taking messages, ensuring follow-up and resolving any problems as appropriate to band.
• Assist in the coordination of arrangements and documentation to ensure patients receive treatment at the right time, with test results made available to Consultants and Clinical team when necessary.
• Participate in meetings and take appropriate action in line with service provision as appropriate to band.
• Transport patient files to other hospitals or units in accordance with the BHSCT Transportation of records policy.
• Record and process all referrals on the appropriate IT system and undertake checks in line with service protocols and procedures.
• Open and prioritise all incoming mail and action accordingly.
• Be responsible for typing of correspondence and other documents as required - both audio typing and copy typing.
• Ensure all medical case notes are appropriately maintained in accordance with Trust Policies and Procedures.
• Obtain patient’s case notes and x-rays as necessary.
• Register new patients and create a new set of patient notes as required.
• Register patients on the waiting list or arrange their admission, as appropriate.
• Collect and collate statistical information.
• Participate in the development of local policies and procedures as appropriate.
• Maintain and record information in relation to statutory procedures and notify the appropriate Authority.
• When necessary deal with fast track referrals to ensure timely appointments are made.
• Assist patients and their carers by arranging translation/interpretation facilities.
• Provide secretarial cover appropriate to the band as and when necessary to ensure an efficient secretarial service is maintained in the absence of colleagues.
• Be working in a changing environment. He/she will be expected to adapt to change and undertake other duties within the band of the post as required.
• Be responsible for the execution of other duties (appropriate to the grade) which may be assigned from time to time.

ESSENTIAL CRITERIA

Four GCSE's Grade C/4 or above (to include English Language) or equivalent and 1 years’ audio typing/ administrative experience at a band 2 or above.

OR

NVQ Level 2 in Administration and 2 years’ audio typing/administrative experience at a band 2 or above.

OR

3 years’ audio typing/ administrative experience at a band 2 or above, and GCSE Grade C/4 or above in English Language or equivalent.

OR

AMSPAR and 2 years’ audio typing/ administrative experience at a band 2 or above. * RSA / OCR Stage II Text Processing Part I and Part II (Word Processing/ Typewriting) or equivalent.

OR

12 months typing experience, to include the typing of reports, formatting & Shortlisting by Application Form

Circulation of correspondence, use of Microsoft packages (WORD, EXCEL etc.) & general word processing. *

Previous experience compiling and producing clear and accurate documents, reports and letters.

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If you are interested and available for this position, please upload your CV to the link or contact Rhianna Mooney.

To be shortlisted for this role all applicants MUST meet the essential criteria. Please note that these roles may be filled quickly but your CV will be kept on file for future similar roles. As there are so many applications, unsuccessful candidates may not be contacted.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate. It will be a cost of between £18 - £33 depending on clearance level.