Job overview
An exciting opportunity has arisen for an experienced full‑time Senior Medical Secretary to lead the administrative support team within the Rheumatology Service across the Stoke Mandeville and Amersham Hospital sites.
The successful candidate will provide a comprehensive medical secretarial and administrative service to the department, working in strict accordance with GDPR and Trust confidentiality guidelines. They will ensure all tasks are completed efficiently, accurately, and within agreed timeframes.
The role includes delivering a full and high‑quality medical secretarial service, such as timely audio typing of clinic letters and documents, organising group clinic sessions, and providing general administrative support for the department. Duties may involve correcting grammar, interpreting varied pronunciations, and accurately transcribing handwritten clinical notes containing advanced medical terminology.
Main duties of the job
1. Deliver a full, high‑quality medical secretarial service, including timely audio typing of clinic letters, reports, and other clinical documentation.
2. Organise clinic sessions and provide general administrative support for the department.
3. Accurately transcribe handwritten clinical notes and audio dictation, including advanced medical terminology, ensuring correct grammar, clarity, and consistency.
4. Act as the first point of contact for the department, handling enquiries professionally and resolving or delegating queries appropriately to other team members.
5. Manage the day‑to‑day running of the office, ensuring effective prioritisation of workload to meet deadlines and maintain the smooth flow of correspondence.
6. Ensure the timely production and distribution of outpatient letters, clinic results, and all other departmental correspondence in line with Trust standards.
7. Manage a team of medical administrative staff.
Working for our organisation
Why colleagues think we are
What does Buckinghamshire Healthcare NHS Trust offer you?
As part of our BHT family, you’ll benefit from learning and development opportunities to support your career progression.
Alongside NHS benefits of generous annual leave entitlement and pension scheme, you'll have access to NHS discount schemes.
We provide a range of health and wellbeing services to promote a healthy, happy workforce.
What do we stand for?
Our vision is to provide outstanding care, support healthy communities and be a great place to work.
Our mission is to provide personal and compassionate care every time.
We are working hard to increase diversity at all levels within the trust. We believe a diverse workforce can have a positive effect on both staff wellbeing and patient outcomes.
We welcome applications from black, Asian and minority ethnic candidates, LGBTQ+ candidates, candidates with disabilities and care-experienced candidates.
We make employment decisions by matching our service needs with the skills and experience of candidates, regardless of age, disability, gender, gender identity, marriage and civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation.
Person specification
EDUCATION, QUALIFICATIONS & TRAINING
Essential criteria
8. GCSE Grade C or above/ equivalent in English language
9. RSA II typing, or equivalent
10. Medical Secretarial Course/ Medical Terminology Course, Or ability to demonstrate equivalent
EXPERIENCE
Essential criteria
11. Experience of working within a busy office environment
12. Experience of audio typing
13. Experience of working in an environment dealing with Highly confidential data
Desirable criteria
14. Experience of working within the NHS in a similar setting
SKILLS, ABILITIES & KNOWLEDGE
Essential criteria
15. Knowledge of Microsoft Office Products
16. Good written and telephone communication skills, to enable liaison with staff at all levels
17. Ability to organise and prioritise busy workload
18. Happy to work as part of a team
19. Ability to cover the duties of other secretarial staff
Desirable criteria
20. Knowledge of Data Protection Act 1998, (ability to maintain patient confidentiality)
21. Knowledge of Trust systems
SPECIAL CIRCUMSTANCES
Essential criteria
22. Willing to travel between the 3 hospital sites within the trust
23. Able to maintain a flexible approach to the role and duties
PPE requirements: Buckinghamshire Healthcare NHS Trust requires all colleagues to wear appropriate personal protective equipment (PPE) in accordance with our infection prevention and control procedures.
COVID-19 and Flu vaccinations remain the best way to protect yourself, your family, your colleagues and of course our patients from the viruses when working in our healthcare settings. We encourage our staff to be vaccinated when recommended.
Application deadline: This post will close on the closing date stated at midnight, however if we receive a large number of applications or there is a change in circumstance, we may be required to close a job before the advertised date.
Application information: If you are offered a job, information will be transferred into the national NHS Electronic Staff Records (ESR) system.
Shortlisting: The monitoring and safeguarding sections are not made visible to the shortlisting panel. The safeguarding section may be made visible to the interview panel, dependent on the role being recruited into.
Travel expenses: It is Trust policy that travel expenses for interviews will not be reimbursed.
Smoking: All Trust sites are NO SMOKING. Smoking in all areas of the buildings and premises is prohibited.
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