Overview
Medical Secretary
Department: Imaging
Band: 4
Hours: 37.5 hours per week, all MKUH roles will be considered for flexible working
You will be responsible for providing an efficient and effective secretarial service to the Radiologists in the Imaging department. You will be working as part of a secretarial team as well as providing general administrative support to the department. This is a challenging role but if you are a bright, enthusiastic, highly motivated individual who likes to be kept busy, this could be the post for you.
The successful applicants will have excellent communication skills. Enjoy working as part of a team and ideally will have had previous experience of working with the public. A flexible approach to the needs of the department is essential.
Please note that this post is subject to an initial probationary period on six months, extendable up to a period of 12 months. A DBS check may be required for new employees. MKUH promotes an inclusive workforce and proactively welcomes applications from underrepresented groups in our community.
Interview date: 02/10/2025
Main duties of the job
We care We communicate We collaborate We contribute
The post holder will provide high-quality support to consultant radiologists, specialty doctors in radiology, and advanced reporting practitioners to facilitate smooth running of the imaging department. Duties include typing reports and correspondence, handling telephone/e-mail enquiries, arranging appointments, and supporting current and new imaging workloads. The role requires understanding national and local imaging standards and targets and proactively ensuring services meet these standards. A patient-focused, confidential approach is essential in dealings with patients and staff across the hospital and wider healthcare system.
Job responsibilities
* Communication and relationship building
* Receive enquiries courteously and efficiently, take messages, and pass them to the appropriate person. Communicate with staff and clients within partner organisations in a confidential and sensitive manner (GPs, healthcare professionals, hospital departments, referral centres).
* Adhere to the Trust values of compassion, excellence, respect for diversity, integrity, listening, and supporting others. Maintain patient confidentiality in line with policies and Data Protection Act requirements.
* Responsibilities for analysis
* Use high levels of analytical and judgement skills; make judgments on complex facts and provide appropriate responses to patients, staff, or external contacts. Resolve minor problems related to patients, medical colleagues, and payroll queries.
* Responsibilities for planning & organisation of activities
* Coordinate and organise own workload to deadlines; manage multiple scanning lists in urgency and priority within a rapidly changing workflow; ensure diary/roster management for consultant colleagues and specialty doctors, including out of hours.
* Responsibility for Patient and Client Care
* Prioritise the patient in all activities; maintain regular contact with patients, relatives, carers, and referrers by phone, e-mail or face-to-face and provide non-medical information and advice (appointments/admissions).
* Development of policies and services
* Participate in policy and service development; adhere to organisational guidelines, policies, SOPs and protocols; contribute to proposals and implement administration policies; propose changes to working practices where necessary.
Please refer to the job description for further details.
Person Specification
Qualifications and knowledge
* Essential: 5 GCSEs (grades 9-4) including Maths and English or equivalent; typing qualification or equivalent (e.g., RSA Level 2/3 in typing); strong IT skills (MS Teams, Word, Outlook, PowerPoint, Excel) to NVQ Level 3; ECDL; good health and safety understanding; data protection and confidentiality awareness within NHS; knowledge of secretarial/PA best practices; knowledge of NHS Constitution.
* Desirable: Level 3 Business Admin/AMSPAR; understanding of medical terminology.
Experience
* Essential: Experience as a hospital administrator/secretary/PA; audio typewriting and touch-typing; experience in meeting preparation, agenda setting, and minute taking.
* Desirable: Familiarity with HIS-Cerner, CRIS, and Insignia PACS.
Skills
* Essential: Good organisational and time management; self-motivation and ability to learn; logical decision-making and problem solving; detail-oriented; able to prioritise and work under pressure; flexible and receptive to change; team player and capable of working independently; initiative with ability to seek guidance when needed; ability to assess clinical situations and act appropriately.
Personal and people development
* Essential: Demonstrate confidentiality and trust; professional conduct under pressure; willingness to teach/train others; maintain online mandatory training; patient-centered and customer-focused.
Communication
* Essential: Strong written, verbal, and non-verbal communication; professional attitude; empathy and ability to manage issues calmly; ability to work across disciplines; accurate record-keeping; conflict resolution.
Specific requirements
* Able to perform duties with reasonable aids and adaptations; participate in departmental shift system across 7 days; travel to all trust sites including community diagnostic centres.
Other
Disclosure and Barring Service: This post is subject to the Rehabilitation of Offenders Act; a Disclosure may be required.
Employer: Milton Keynes University Hospital NHS Foundation Trust
Location: Imaging Admin (Dept), Milton Keynes, MK6 5LD
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