Overview
A substantive full time position has arisen within the Clinical Neurophysiology Department, situated within the Brunel Building at Southmead Hospital, for an experienced Band 3 Medical Secretary. Working as part of this busy clinical team, your main duties will be to provide efficient and high quality administrative and clerical support to the Consultant Clinical Neurophysiologists and Physiologists within this team. This exciting opportunity involves working in close cooperation with these and other staff groups and medical professionals in this bespoke department in order to deliver outstanding diagnostic care. The role includes typing of clinical letters and reports, booking out-patient clinics and handling telephone calls and enquires, along with other general office duties.
The Neurophysiology Medical Secretary plays a vital role in supporting the clinical team by managing patient communications, coordinating referrals and appointments, and ensuring the accurate preparation and distribution of clinical documentation. The role involves handling sensitive information with confidentiality, maintaining patient records, and using NHS systems to ensure smooth administrative operations. The secretary also provides a professional and compassionate reception service. Close collaboration with consultants, physiologists, and other departments is essential to maintain service efficiency and uphold high standards of patient care.
Responsibilities
* Processing clinic letters, test result letters, general correspondence, and other tasks required by the department
* Receive, sort and prioritise daily correspondence
* Monitor waiting lists proactively
* Review administrative and clerical functions within the department and make recommendations to enhance the service provision
* Photocopying, filing and other administrative duties to ensure efficient running of the office
* Prioritise department requirements, independently or with consultants and other secretarial support to meet deadlines (e.g., 5 day turnaround for clinics)
* Organise meetings, including booking of rooms for clinicians and their teams as required
* Act as a point of contact liaising with patients, medical and nursing staff and external agencies, handling queries professionally and in accordance with Data Protection
* Provide secretarial cover and undertake general office duties within the department
* Deal with incoming mail for clinicians
* Undertake such other reasonable duties appropriate to a Band 3
Person specification
Skills and knowledge
Essential criteria
* Excellent organisational skills and attention to detail
Desirable criteria
* Knowledge of medical terminology
Qualification
Essential criteria
* Excellent IT skills
Desirable criteria
* Working knowledge of Care Flow or similar
Experience
Essential criteria
* Previous secretarial experience
Desirable criteria
* Medical secretarial experience
Skills
Essential criteria
* Excellent telephone and communication skills
If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.
If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.
North Bristol NHS Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
At North Bristol NHS Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity and inclusivity, and to being a place where we all belong. We particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above, including people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.
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