Respiratory Medical Secretary

To provide a full secretarial support service to consultants and members of their teams in respect of their general medical duties, diary management and specialist work.

to act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes.

the post holder will be based at the Queen Elizabeth Hospital, Woolwich.

Main duties of the job

To act as first point of contact on behalf of the consultant and the Trust and deal effectively and courteously with all enquiries from GPs, patients / carers, other departments with the Trust and external bodies.

To produce correspondence and reports by the use of digital dictation / audio transcription technology.

To type clinical letters, including those of a sometimes distressing or emotional nature from digital dictation / audiotape as agreed.

To organise and support meeting on behalf of the team of Consultants, taking and distributing minutes as required.

To ensure any changes / cancellations to clinics are carried out using Book Wise and all relevant parties are advised of an changes.

About us

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients.

Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement.

We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations :

• Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development


• Widening access (anchor institution) and employability


• Improving the experience of staff with disability


• Improving the EDI literacy and confidence of trust staff through training and development


• Making equalities mainstream, To deal with all telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful and prompt manner and respecting patient confidentiality at all times.


To prioritise and process incoming correspondence and ensure that it is dealt with promptly by the appropriate member of staff.

To ensure that external investigation reports are bought to the attention of the appropriate medical team and signed off by the appropriate member of staff.

Arrange for the request and / or safe onward transmissions of patient investigation reports and film to other sites where necessary.

To maintain filing systems that facilitate the effective running of the department.

To open, date stamp and distribute post according to local standard operating procedures.

Maintain up to date filing of external reports and correspondence in patient medical records / on iCare.

To use the appropriate IT system for checking patient information and appointments.

To manage patient records appropriately, ensuring an an up to date record is maintained of all case notes returned from the wards and clinics.

To maintain and update the diaries of the members of the clinical team as required and to co-ordinate meeting, teaching sessions / venues as required.

To cover for medical secretary colleagues during periods of absence and annual leave.

To ensure the department has adequate stocks of stationery and order supplies as and when necessary.

To co-ordinate and process work of a medical legal nature and other medical reports as required.

To draft responses to routine enquiries as appropriate.

To take an active role in initiatives to improve the administrative service provided to managers and clinicians.

to organise own work schedule, and adapt the schedule as required to meet commitments to others within the agreed timescales and, where this is not achievable, give notification promptly with reasons to line manager.


• GCSEs or equivalent


• RSA3 Typing / Word Processing or other recognised qualification or equivalent experience.


• AMSPAR qualification level 2 / 3


Desirable

• NVQ4 in admin


• EDCL or similar It qualification.


Experience

Essential

• Minimum of 2 years' medical secretarial and / or Personal Assistant to senior level staff.


• Computer skills Excel , Word & Power Point


• Experience of managing competing and varied demands


• Audio Typing


Desirable

Use of Digital Dictation System

Knowledge and Skills

Essential

• Clear handwriting, spelling, grammar & numeracy.


• Ability to use initiative and work unsupervised.


• To have a systematic and methodical approach to work with attention to detail.


• Ability to demonstrate good interpersonal, oral and written communication skills especially when dealing with highly sensitive information and where there are barriers to understanding.


• Ability to demonstrate good organisational skills and to prioritise / manage own workload in a demanding environment


• Ability to meet deadlines


• Ability to deal tactfully and sympathetically with members of the public and professionals


• Sound experience working within the NHS or Medical Service Organisation


Personal Qualities

Essential

• Ability to demonstrate an understanding and respect for confidentiality.


• Ability to work closely with team members and external parties.


• Responsive to change and ideas, adapt to new systems.


• Ability to work flexibly


• Ability to work under pressure


• Motivation to participate in personal and professional development programmes


• Ability to recognise when to see support


• Good leadership skills