Medical Secretary

Title: Band 4 Medical Secretary

Location: Ballyclare

Duration: Temporary, 6 months initially with possible extensions. Full time, 37.5 hours per week. Mon-Fri 9am-5pm.

Salary: £12.86 per hour.

On behalf of our client, we are seeking a Band 4 Medical Secretary to provide a high level of secretarial support to the Consultant, junior medical staff or the department. The post holder will assist in the organisation of the Consultant’s and junior medical staff’s workload, communicate appointment and admission related information to patients/carers, typing of medical letters and maintaining systems, for example, PARIS. You may also supervise a team of secretaries.

Core Responsibilities include:

• Transcribe audio material for all patient related correspondence generated from outpatient clinics, co-worked clinics etc. and the resulting queries.
• Transcribe audio material for all non-patient related correspondence from the medical staff.
• Be responsible for dealing with incoming correspondence via post, telephone, email and fax, along with general enquiries from patients GPs, hospital etc. and redirect/action as appropriate.
• To Participate in the induction and training of new medical secretarial staff within the department as required.
• Ensure Departmental requirements are met with regards to same day assessments, 3 day follow up appointments etc.
• Ensure that the results on patient investigations are received and followed up as appropriate.
• Provide GPs and other health care professionals clinical information regarding patient, for example, prescriptions (dosage, transcribing illegible writing etc.) and on patient management from handwritten outpatient notes.
• Compose correspondence in own name, for example, when following up telephone queries with patients, miscellaneous queries etc.
• Inform all relevant departments of Staff Grade planned absences to ensure clinical commitments are altered appropriately.
• Ensure all case notes are pulled for clinics, audits, supervision etc.
• Work closely with other secretarial staff, sharing the responsibility of maintaining stationery requirements and ordering stationery through the e-procurement system.
• Participate in the induction and training of new secretarial staff and provide day to day supervision of support secretaries.
• Minute taking as and when required
• Manage petty cash within the department ensuring Trust financial guidelines are adhered to.
• Manage the Paris System to ensure up to date accurate information with regards to appointments, contacts, caseloads, referrals etc.
• Provide statistical information as and when required, displayed in an appropriate way, for example, Excel.
• Organise appointments and home visits, send appointment reminder letters to patients requiring a home visit.
• Ensure the accurate filing of correspondence, results, photocopying and faxing when appropriate including faxing scripts and other urgent correspondence.
• Ensure that own knowledge of relevant Trust policies and procedures and Health and Safety requirements are kept up to date.
• Participate in training and induction programmes.
• Be able to work on own initiative and to deadlines, prioritising work with little or no supervision and with a substantial degree of accountability.
• To maintain confidentiality at all times.
• Take responsibility for securing computer equipment and files at the end of each day.

Essential criteria:

(a) AMSPAR Medical Secretaries Diploma PLUS 2 years experience as a Medical Secretary/team secretary

OR

(b)  3 GCSE to include English Language Grade C or above (or equivalent)

PLUS

3 years experience as a Medical Secretary/team secretary at band 3 or equivalent

OR

(c) 4 years experience as a Medical Secretary/team secretary at band 3 level or equivalent.

PLUS for (a), (b) and (c)

RSA II Typing/word processing or equivalent

OR

1 year’s experience in the use of ICT (This should include the use of work-processing, spreadsheets and email)

Other requirements:

Have excellent communication skills

Be able to perform under pressure with a high degree of accuracy and attention to detail

Assess workload priorities and meet deadlines

Work under own initiative with little supervision

Apply tact and diplomacy

Understand patient confidentiality and rights

Deal with difficult and sometimes abusive situations

Take responsibility for own work

Work as part of a team

If you would like to be considered for this role or find out more, please email me your CV now by clicking on the link and I will be in touch. All details are treated in the strictest confidence.

If this role isn't quite right for you but you would like to look for a new opportunity, please get in contact with us.

Applicants must ensure their CV is accurate and up to date. The CV should include your full employment history inclusive of dates, all academic achievements and full personal contact details.

Apple Recruitment Services is acting as an Employment Agency in relation to this vacancy. Apple Recruitment Services is an Equal Opportunities Employer.