We have a vacancy for a full‑time Medical Secretary Assistant working between Wotton Lawn Hospital in Gloucester and Charlton Lane Hospital in Cheltenham. The post entails supporting the Medical Secretary team in providing a full secretarial service to Consultants.
Relevant secretarial experience is essential as the environment is fast‑paced requiring a broad knowledge of medical terminology, RSA II/OCR II Word Processing/Typing and audio typing experience.
Responsibilities
* Answer the telephone in a professional, helpful and courteous manner, taking accurate messages and ensuring timely distribution.
* Open, record, date stamp and effectively manage and distribute all incoming and outgoing post to ensure effective communications for the department.
* Maintain records efficiently and accurately, monitoring retention periods and Trust storage facilities proactively.
* Handle all queries and complaints professionally, helpfully and confidentially within Trust guidelines, and manage responses proactively.
* Respond to e‑mails in a timely manner, circulate correctly and with appropriate importance/sensitivity marker and subject title.
* Provide assistant secretarial support to the Charlton Lane and Wotton Lawn hospitals inpatient medical secretaries by typing clinic tapes, distributing appropriately and assisting with relevant administration tasks.
* Pro‑actively manage completion of training and appraisals to ensure minimum of 90% completion.
* Use the Trust’s Patient Information System (RiO) and Excel for extraction, recording and accurate data input. Understand RiO pathways and administrative responsibilities, ensuring effective and timely delegation of tasks.
* Arrange meetings, coordinate, collate and ensure accurate and timely distribution of papers. Draft minutes that are accurate, clear and presented, and distribute them promptly.
* Respond to all colleagues in a positive, professional and helpful manner, taking the “wider view” at all times.
* Use systems such as Microsoft Excel, Word, PowerPoint to collect, collate and report data accurately.
* Ensure all communication is professionally presented, accurate and formatted in line with Trust guidelines.
* Work within guidance of the Trust’s policies and procedures. If in doubt, contact your Manager.
* Provide efficient and responsive support to the Medical Secretary’s role.
* Inform the Duty Co‑ordinator/Team Manager of any issues affecting service delivery immediately.
Qualifications & Requirements
You should have a friendly, positive, problem‑solving approach, be self‑motivated, willing to learn and enjoy using your own initiative, within the remit of the post. You will need to be an excellent team player with the ability to adapt to various tasks according to service needs. As well as good verbal, written and numerical skills, you must be able to prioritise and organise your own workload well, and be able to work effectively and efficiently.
Skills: IT applications including Microsoft Outlook, Word, Excel and strong interpersonal and communication skills. Ability to adapt to a busy changing environment and work under pressure.
The post requires the holder to undertake all statutory and mandatory training and, where applicable, to undertake physical intervention. Fitness for physical intervention will be assessed by Occupational Health.
This role is not eligible for sponsorship as per the Government’s UK Visa and Immigration Rules and Regulations.
Applicants are advised to apply early. If a large number of applications are received, we reserve the right to close the vacancy prior to the advertised date.
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