Job Overview
We are looking for a reliable and enthusiastic individual with a high standard of organisational skills to provide an efficient secretarial service to the Parkinson's service within the Care of the Elderly department.
The post holder must have extremely good computer and communication skills, be a team player, and have the ability to use their own initiative. Working under pressure and prioritising changing workloads is essential.
Previous secretarial experience is essential, and experience in a Medical Secretary role with knowledge of medical terminology would be an advantage.
Main duties of the job
This role is to support our Parkinson's team within the Care of the Elderly department and Medicine Division. You will work within a team to provide secretarial and administrative support and liaise with all staff within the department to ensure smooth running of the service.
Working to deadlines, dealing with daily queries including telephone management and cross cover to manage annual leave and sickness absence.
* Provide an exceptional audio typing service, supporting a large number of specialty clinics and assisting clinical teams in delivering excellent care to patients.
* Provide speed while maintaining accuracy, ensuring appropriate document layout and proof‑reading content for clear and professional dissemination.
* Use a methodical approach to processing patient correspondence and relation actions, including looking up and inputting data from electronic patient record systems.
* While the majority of the role will be typing, provide basic administrative support within the Medical Secretarial Team.
Detailed Job Description and Main Responsibilities
* Check clinic notes/reports and general correspondence, record case notes and other tasks required by the department.
* Receive, sort and prioritise daily correspondence.
* Ensure discharge summaries and documentation are sent to GP as required, and letters and results to GP and patients.
* Maintain good communication with the directorate team to achieve efficient teamwork.
* Contribute to the review of administrative and clerical functions within the department and make recommendations to enhance service provision.
* Photocopy, file and perform other administrative duties to ensure efficient office running.
* Prioritise sometimes conflicting directorate requirements, independently or with consultants and other secretarial support, to meet deadlines (i.e., 5‑day turnaround for clinics).
* Organise meetings, including booking of rooms, for clinicians and their teams as required.
* Act as a contact point, liaising with patients, medical and nursing staff and other external agencies dealing with queries competently and professionally, taking action when appropriate and in accordance with data protection.
* Provide secretarial cover and undertake general office duties as necessary within the department.
* Deal effectively with incoming mail for clinicians.
* Perform other reasonable duties appropriate to a Band 3.
Person Specification
Education and Training – Essential Criteria
* Minimum of three GCSE/O level qualifications, including English Language and Mathematics.
* RSA or equivalent typing qualification or demonstrated extensive experience and skills.
Education and Training – Desirable Criteria
* Knowledge of medical terminology.
Work Experience – Essential Criteria
* Experience of administrative and clerical practices and processes.
* Extensive working knowledge of Microsoft Word and Outlook.
* Minimum two years typing or secretarial experience in an office environment.
* Experience using a computerized patient administration system or company database; willingness to learn new IT skills and technology.
Work Experience – Desirable Criteria
* Experience working in the NHS or other patient/customer focused environment.
* Experience with Excel spreadsheets.
* Knowledge of audio typing or digital dictation an advantage.
Knowledge and Skills – Essential Criteria
* Competence in preparing and sorting documentation and data, checking layout and content of correspondence for self and clinicians.
* Must demonstrate organisation and prioritisation skills.
* Demonstrate working to tight deadlines/under pressure.
* Ability to work independently in own role, showing initiative but understanding when to seek appropriate guidance.
Personal Qualities – Essential Criteria
* Produce work of an accurate and high standard.
* Very good written skills, including good English grammar, for proofreading typed content.
* Very good verbal communication skills, articulate, helpful and confident in dealing with people face to face and over the telephone.
* Maintain good working relationships within own team and wider hospital staff groups/departments.
* Professional, courteous and positive approach.
* Understanding of the importance of confidentiality and data protection in a hospital environment.
* Very good time‑keeping and attendance record.
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.
North Bristol NHS Trust is committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong.
All successful applicants will be subject to stringent pre‑employment checks prior to commencement in post.
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