We are looking for a reliable and enthusiastic individual with a high standard of organisational skills to provide an efficient secretarial service to the Parkinson's service within the Care of the elderly department.
Main duties of the job
The post holder must have extremely good computer and communication skills, as well as being a team player and have an ability to use their own initiative. Being an extremely busy department, the ability to work under pressure and be able to prioritise changing workloads is absolutely essential for this role.
Previous secretarial experience is essential and experience in a Medical Secretary role with knowledge of medical terminology would be an advantage.
About us
This role is to support our Parkinson's team within the Care of the elderly department and Medicine Division. You will work within a team to provide secretarial and administrative support. You will liaise with all staff within the department to ensure the smooth running of the serviceworking to deadlines, dealing with daily queries including telephone management and cross cover to manage annual leave and sickness absence.
Job responsibilities
*Responsible for checking clinic notes/reports and general correspondence, recording case notes and other tasks required by the department*Receive, sort and prioritise daily correspondence.*Ensure discharge summaries and documentation is sent to GP as required and letters and results to GP and patients.*Maintain good communication with the directorate team in order to achieve efficient teamwork.*Contribute to the review of administrative and clerical functions within the department and make recommendations to enhance the service provision for all users of the department.*Photocopying/filing and other administrative duties to ensure the efficient running of the office.*Prioritise sometimes conflicting directorate requirements, independently of, or with consultants and other secretarial support to meet deadlines i.e. 5 day turnaround for clinics.*Organise meetings, including the booking of rooms as necessary, for the clinicians and their teams as required.*Act as a contact point, liaising with patients, medical and nursing staff and other external agencies dealing with queries competently and professionally, taking action when appropriate in accordance with Data Protection.*To provide secretarial cover and undertake general office duties as necessary within the department.*To effectively deal with incoming mail for clinicians.*Such other reasonable duties, appropriate to a Band 3.
Person Specification
Education/Training
* Minimum three GCSE/O'Level qualifications, to include English Language and Mathematics
* Knowledge of medical terminology
* Experience of administrative and clerical practices and processes
* Extensive working knowledge of Microsoft Word and Outlook
* Experience of having worked in the NHS, or other patient/customer focused environment
* Experience of working with Excel spreadsheets
Knowledge and skills
* Competence in preparing and sorting documentation and data, checking layout and content of correspondence for self and clinicians
* Must be able to demonstrate organisation and prioritisation skills
* Demonstrate working to tight deadlines/under pressure
* Able to work independently in own role, showing initiative but understanding when to seek appropriate guidance
* Must be able to produce work of an accurate and high standard
* Very good written skills including good English grammar, in order to be able to proof read typed content
* Very good verbal communication skills, articulate, helpful and confident in dealing with people both face to face and over the telephone
* To be able to maintain good working relationships within own team and wider hospital staff groups/departments
* Professional, courteous and positive approach
* Provide an understanding of the importance of confidentiality and data protection in a hospital environment
* To have a very good time-keeping and attendance record
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.
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