Senior Medical Secretary

Working for organisation

Working within Gynaecology offers the opportunity to support women through a wide range of healthcare journeys, from routine outpatient care to complex and sensitive conditions. The role requires compassion, discretion, and professionalism, as you will often be communicating with patients during vulnerable or emotional times. Our team is committed to providing high-quality, patient-centred care in a supportive and collaborative environment, making this a rewarding role for someone who values making a positive difference to patient experience.

• To provide secretarial support for the efficient operation of the department, including audio typing clinics and reports.
• To process referrals in a timely manner.
• Diary management for the Consultants
• To act as a contact point, liaising between patients, medical and nursing staff and other internal and external organisations taking clear and concise messages when required, using personal judgement and sensitivity to resolve as necessary
• To receive, sort and prioritise daily correspondence for clinicians as required, resolving as appropriate and ensuring all clinical reports/requests are brought to the attention of the relevant clinician to enable appropriate action to be taken
• To receive and act upon telephone calls and face to face enquiries from patients, relatives and staff giving advice and information in a prompt, helpful and professional manner, handling conversations with sensitivity and confidentiality.
• Accurately maintain waiting lists, set up clinics and book appointments.
• To be responsible for the tracking of all medical records and x-rays to and from the department and to ensure that they are kept in a tidy order when they are in the department
• Able to use (or be prepared to learn) the in-house Patient Administration System and other hospital IT systems ensuring that the department functions within the Trust’s standards for the integrity of data collection
• To work closely with senior colleagues within the team to ensure effective secretarial support and cover
• Work together as an effective team worker, providing cover for colleagues in times of absence / annual leave as requested by line manager
• Undertake photocopying, filing and other general administration duties such as monitoring stationary supplies to ensure the efficient running of the office
• Willingness to support and assist junior members of the team and others across the neonatology department as required, including assisting in the training of new starters
• Willingness to undertake further training and development
• Promote and uphold excellent standards in customer service
• Take/distribute minutes when required.
• The post holder will be expected to make changes in own work practices in accordance with service needs and demands and offer suggestions for improving services
• Such other reasonable duties, appropriate to a Band 4, as agreed with the line manager from time to time

Person specification

Education/Training/Qualifications

Essential criteria

• Good general education including GCSEs to Grade C or above in Maths and English (or equivalent)

Desirable criteria

• Further Admin Training/Qualification

Work Experience

Essential criteria

• Previous secretarial or administration experience dealing with telephone enquiries, correspondence, office administration and diary management
• Experience of working in the NHS or similar organisation

Desirable criteria

• Experience of working with BNSSG policy

Knowledge/Skills/Abilities

Essential criteria

• Working knowledge hospital systems including Careflow
• Understanding of patient confidentiality and data protection.
• Understanding of RTT

Desirable criteria

• Knowledge of the Trusts Policies and Procedures

Personal Qualities/Special Circumstances

Essential criteria

• Confident and empathetic when dealing with patients
• Ability to remain calm and professional when working under pressure
• Attention to detail and an organised approach work

We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.

As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge. The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers. BFT is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults. To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview. If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system. The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system. By applying for this post, you are agreeing to Bristol NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system. Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.

Important

Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.