Senior Medical Secretary - Rheumatology Medicine
Administrative and Clerical Band 4 (37.5 hrs)
Applications are invited from hardworking and motivated individuals to provide a high-quality medical secretarial and administrative service as part of the secretarial team within the Rheumatology Department. The position is based at the Queen Elizabeth Hospital Gateshead.
Main duties of the job
Candidates should have previous medical secretarial experience, preferably within an acute medical setting, and possess knowledge of a full range of secretarial procedures, proficiency in various software programs, and RSA/OCR Level 3 typing/audio/word processing or equivalent experience. A good understanding of medical terminology is essential.
Excellent written and verbal communication skills, along with strong organisational and planning abilities, are required. Proficiency in Windows and Microsoft Word is necessary, and familiarity with Careflow is desirable.
The role involves managing workload independently, using initiative and discretion, handling queries professionally, and efficiently managing duties such as typing clinical letters via digital dictation (Winscribe), booking appointments, handling case notes, managing waiting lists, and coordinating admissions. The role also includes entering data into systems like Careflow, ICE, Filefast, and Bluespier.
Informal enquiries can be directed to Claire Stafford at (0191) 4453422.
About us
Based in the North East of England, we provide hospital and community health services from facilities including Queen Elizabeth Hospital, Gateshead. Established in 2005, we are one of the first foundation trusts, employing around 4,800 staff with 444 hospital beds across Gateshead.
Our values—Innovation, Care, Openness, Respect, Engagement—are central to our work. We support staff through various networks and initiatives, prioritising health and wellbeing through our 'Balance' programme.
Job responsibilities
* Providing efficient administrative support to clinicians to meet standards and performance indicators.
* Covering annual leave, managing SOPs, adapting to technological changes, and managing MDT and virtual clinics.
* Supporting clinicians with diary management, meetings, rotas, leave, training, and induction activities.
* Investigating and collating information for incidents or complaints as required.
* Overseeing patient pathways, monitoring treatment dates, and liaising with the Waiting List team.
* Managing clinic operations, capacity, cancellations, and urgent appointments.
* Acting as the main contact for patients and third parties to resolve queries and share information.
* Supporting performance reporting and handling complaints or queries.
* Transcribing communications, reports, and correspondence within contracted timescales.
* Monitoring expenditure for delegated budgets.
Person Specification
Qualifications
* NVQ 3 Certificate in Business Administration or equivalent.
* RSA 3 in Typing or Word Processing or equivalent.
Experience
* Experience in NHS or healthcare environment.
* Experience in secretarial or office roles.
* Proficiency with Microsoft Office.
* Problem solving for non-routine issues.
* Transcribing minutes and creating databases/spreadsheets.
* Dealing with difficult patients or carers.
* Experience in supervising or managing staff.
Disclosure and Barring Service Check
This position requires a DBS check under the Rehabilitation of Offenders Act (Exceptions Order) 1975.
The salary range is £26,530 to £29,114 per annum (pro-rata).
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