University Hospitals Birmingham NHS Foundation Trust
Band 4 Medical Secretary Supervisor - Faster Diagnostic Service
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Job Summary
An exciting opportunity has arisen for an enthusiastic, organised and motivated Medical Secretary to join our Faster Diagnostic Service.
The service provides timely assessment, investigation and diagnosis for patients referred with potential cancer symptoms. The service supports patients presenting with a wide variety of symptoms and works closely with multidisciplinary teams across primary, secondary and diagnostic care to ensure patients receive high-quality, patient-centred care throughout their diagnostic journey.
As a Medical Secretary, you will play a vital role in supporting the clinical team and ensuring the smooth administration of the patient pathway.
We offer the opportunity to work within a supportive and friendly team. We are committed to flexible working and welcome applications from candidates seeking full-time, part-time or job share arrangements. This is a hybrid role, providing opportunities for both office-based and remote working where service needs allow. We encourage our staff to use their initiative to identify and develop innovative ways of working that enhance productivity, improve patient experience and support team collaboration.
If you are passionate about delivering excellent patient care through outstanding administrative support, we would love to hear from you.
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 administrative 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
Rebecca Jackson
rebecca.jackson@uhb.nhs.uk
07435010920
Pay scheme
Agenda for Change
Band
Band 4
Salary
£28392.00 to £31157.00 Yearly
Contract
Permanent
Working pattern
Full-Time, Flexible Working
Reference number
304-1101358
Job locations
Trustwide
Mindelsohn Way
Birmingham
West Midlands
B15 2TH
Attachments
- Job Description
- JD PS.pdf – 440KB Opens in a new window
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