Medical Secretary – Gynaecology
We are looking for an organised, motivated, and experienced Medical Secretary to join our busy Gynaecology team. This role provides high-quality administrative and secretarial support to consultants and clinical teams within a fast-paced department. The successful candidate will play a key role in ensuring the smooth coordination of patient pathways, clinic administration, and communication between patients, clinicians, and multidisciplinary teams.
Key Responsibilities
* Provide comprehensive secretarial support to consultants and medical staff within the Gynaecology department.
* Audio typing and preparation of clinical correspondence.
* Manage clinic appointments, waiting lists, and patient pathways.
* Handle telephone and email enquiries professionally and sensitively.
* Maintain accurate patient records using electronic systems.
* Liaise with GPs, patients, wards, and external organisations.
* Ensure correspondence is completed within required timescales.
* Support the wider administrative team as required.
* Process referrals in a timely manner.
* Diary management for the Consultants.
* 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.
* 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.
* 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.
* Be responsible for the tracking of all medical records and x-rays to and from the department and ensure they are kept in tidy order when they are in the department.
* 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.
* 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 stationery 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.
* Make changes in own work practices in accordance with service needs and demands and offer suggestions for improving services.
* Undertake other reasonable duties appropriate to a Band 4, as agreed with the line manager from time to time.
Person Specification
Education and Training
* Good general education including GCSEs to Grade C or above in Maths and English (or equivalent).
* Advanced computer skills (Microsoft Office and audio typing).
Desirable
* RSA 3 Standard or equivalent.
* Patient Administration System (PAS) training.
Work Experience
* Previous secretarial experience.
* Experience of working under pressure.
* Experience of working as part of a team in a multi‑disciplinary environment.
* Experience of working in the NHS or similar organisation.
Desirable Experience
* Experience of taking minutes.
* Experience of supervising a team.
Knowledge, Skills and Abilities
* Excellent written and verbal communication skills.
* Excellent customer skills.
* Ability to work using own initiative.
* Ability to work under pressure within a stressful environment.
* Ability to prioritise own workload, work to tight deadlines and escalate appropriately when necessary.
* Ability to exercise judgement and take responsibility for actions.
* Ability to promote good working relationships across a multi‑disciplinary team.
* Willingness and ability to learn new IT skills.
Personal Qualities
* Confident and empathetic when dealing with patients.
* Ability to remain calm and professional when working under pressure.
* Attention to detail and an organised approach to work.
Equality and Diversity
North Bristol NHS Trust is committed to equality of opportunity, fairness, inclusivity and belonging. We encourage applications from under‑represented groups.
Other Conditions
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.
Pre‑Employment Checks
Stringent pre‑employment checks are undertaken on all successful applicants prior to commencement in post.
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