University Hospitals Birmingham NHS Foundation Trust
Band 4 Medical Secretary Supervisor
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Job Summary
We are seeking to recruit an enthusiastic and motivated Medical Secretary Supervisor to join our friendly team and provide full secretarial support within the Haematology Department at Good Hope Hospital, part of UHB. This role is a fixed term/secondment post for 12 months.
The successful candidate will be a key member of a collaborative and supportive secretarial team, taking a lead role in supporting consultants and their clinical teams by providing a professional and high-quality PA/Secretarial and administrative service at all times. The post holder's duties will include typing dictation, booking outpatient appointments, answering patient queries and managing the consultants' clinics to meet service provision and Trust targets. The post holder will be required to work as part of a team supporting other workload when needed. The role also offers the opportunity for the post holder to develop people management skills through the supervision of junior secretarial/admin staff within the office.
The Haematology Department is a busy and exciting department that delivers care across Heartlands, Good Hope, Solihull and The Queen Elizabeth Hospitals. This is a fantastic opportunity for an organised and detailed-oriented candidate who will play a vital role in the delivery of high-quality patient-led care.
This is for 22.5 hours per week.
For more information please contact: Nicola Lawton, Haematology & Oncology Office Manager nicola.lawton@heartofengland.nhs.uk or telephone 0121 424 3703.
Main Duties, Tasks & Skills Required
- To provide a complete confidential general and medical secretarial service for the Consultant(s) and their medical team.
- To assume responsibility for the daily management of the medical team diary.
- All work to be carried out on own initiative, without direct supervision and to tight deadlines, in order to achieve Trust standard and targets.
- To touch type from audio and / or shorthand the following documents: clinical letters; results letters. This requires an understanding of medical terminology, phraseology and medications, as well as high levels of concentration. Many documents may be of a complex or distressing nature.
- Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel, Access (database) to produce clinical letters and other relevant correspondence.
- To provide day to day supervision to secretaries/clerical officers, allocating and monitoring work on a daily basis.
- Provide and be responsible for the training of Medical Secretary trainees.
- To sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the Consultant(s) and their team for urgent action and which may be passed directly to other areas for action and information.
- Provide reciprocal cover for secretarial Team during annual leave and sickness absence.
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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 Description
Please Note: For a detailed job description for this vacancy, please see attached Job Description
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
- AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology
- Working knowledge of medical terminology
Experience
Essential
- Experience of working as a Medical Secretary
- Experience of dealing with the Public/Customer service experience
- Experience of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)
- Experience of using IT systems
- Experience of working in Healthcare
- Good Organisational skills
- Able to use own initiative and deal with the unpredictable
- Able to work under pressure and to multi-task
- Able to work to deadlines
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Desirable
- Experience of working in a busy environment
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, patients and visitors
- Ability to problem solve
- Understand confidentiality and apply the principles in everyday working practice
- Ability to pay attention to detail where there are predictable interruptions to the work pattern
- Ability to deal with stressful situations and sensitive issues
- Work effectively and flexibly as part of a team to meet the needs of the services
- Confident in dealing with people at all levels
- Must be able to demonstrate an understanding of equality and diversity
- Mature open and flexible approach to work
- Demonstrates care and compassion
- Good inter-personal and communication skills
- Good organisational skills
- Team Player
- Conscientious
- Demonstrates reliability, motivation and commitment
- Ability to travel to multiple sites
Desirable
- Ability to work under pressure and deal with stressful situations
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
For Help With Your Application, Contact
Nicola Lawton
01214243703
Pay scheme
Agenda for Change
Band
Band 4
Salary
£28392.00 to £31157.00 Yearly
Contract
Fixed Term
Duration
12 Month(s)
Working pattern
Part-Time, Flexible Working
Reference number
304-9018429
Job locations
Good Hope Hospital
Rectory Rd
Sutton Coldfield
West Midlands
B75 7RR
Attachments
Job Description
Band 4 JD PS.pdf – 490KB Opens in a new window
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