Band 4 Medical Secretary - General Surgery

Job summary We are seeking an enthusiastic, driven and motivated individual to join us in our Solihull General Surgery Colorectal team.
The post will primarily consist of working for a dynamic consultant who you will be responsible for, in turn you will be surrounded by a team of positive and like minded individuals.You will experience a range of different secretarial duties on a day to day basis and contribute to supporting a popular surgical speciality within UHB.The post holder will be expected to work 30 hours per week, hours and days will be discussed with the successful candidate on appointment with the Office Manager.Home working arrangements can be considered.
Main duties of the job You will be required to:-- Manage your consultant diary adapting to change and adjustments- Provide excellent PA skills/service to your consultant on a daily basis- Have an eye for detail and accuracy when handling all types of correspondence- Ensuring letters are typed and finalised within trust targets- Contact patients, GP surgeries, external trusts and tertiary services as and when required- Ensuring patient care is your priority and patient satisfaction is adhered to- Deal with sensitive information appropriately and take necessary steps confidentially- Support with the introduction and development of new starters who may join the team- Have a 'can do' attitude to new tasks which may rise within the department- Works with initiative and aims to resolve issues independently where possible About us We are recognised as one of the leading NHS Foundation Trusts in the UK.
Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.Our commitment to our staff is to create the best place for them to work, and we are dedicated to:Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment.
This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work.
This is more than words.
We are taking action.
Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO.
We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.University Hospitals Birmingham is a Smoke-Free premises hospital.
Job description Job responsibilities Communication:Provide excellent telephone skills.
Accurately record telephone messages and other enquiries and refer as appropriateTo provide a point of contact for patients/relatives/carers, GPs and other Health Care Professionals who can be emotional and highly distressed, ensuring that any language or other communication barriers are overcomeProvide effective communication and problem solving both face to face and via telephoneBe sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with difficult situationsAttend admin team / departmental meetings on a regular basis.
Contribute to building effective teamwork in exchanging views, ideas and communicating effectivelyAnalytical and Judgemental Skills/Freedom to Act:Ability to make decisions and take actions relating to enquiriesAbility to recognise situations that should be referred onto the Line Manager and take prompt and appropriate actionTo sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents require urgent action and which may be passed directly to other areas for actionPlanning and Organisational Skills:To manage and progress results of patient investigations and on receipt, prioritise and action according to clinical need, with guidance from the medical teamOrganise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescalesPrioritise own work load to meet the needs the service userArrange and prioritise meetings and case conferences as appropriateArrange meetings as and when requiredPolicy and Service Responsibilities:Work collaboratively as part of an integrated teamWork within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct and ensure they are adhered the across the teamParticipate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient servicesResponsibility for Financial and Physical Resources:Have a personal duty of care for all equipment and resources usedMaintain stock control of stationery / clinical suppliesResponsibility for Staff:Day to day supervision of secretaries/clerical officer, allocating and monitoring work on a daily basisParticipate in the induction and training of all new members of staffDemonstrate own activities to new / less experienced staffResponsibility for Information:To liaise with medical records with regard to availability of medical notes for forthcoming clinics, ensuring where possible, all results/correspondence are available for the patient's clinic appointmentTo develop and maintain an efficient individual filing system on behalf of the team to include correspondence, reports, complaints, research and resultsBe responsible for confidentiality in line with Trust policy and proceduresAccurately input data/confidential data using a variety of Trust IT systems in a timely wayPrepare and scan information onto the Trust IT systemsEnsure all information held is kept up to dateBe responsible for the quality of information, photocopy and distribute documents as requiredShred and destroy confidential documentation in line with Trust policyProvide information / produce basic routine reports at an appropriate level under supervisionInput staff information into the Electronic Staff Record adhering to confidentiality and only accessing the information required to fulfil the role /task Person Specification Qualifications Essential Maths and English GCSE, A*-C/9-4 Business Administration NVQ level 3 or equivalent experience in a clerical environment AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology Experience Essential Experience of working as a Medical Secretary Experience of dealing with the public/customer service experience Experience of working with a range of Microsoft Office packages Experience of using IT systems Experience of working in a healthcare environment Good organisational skills Able to use own initiative and deal with the unpredictable Able to work under pressure and to multi-task Able to work to deadlines Additional Criteria Essential Good communication / customer care skills both written and verbal demonstrating sympathy and compassion Ability to deal professionally with enquiries from staff, patients and visitors Understand confidentiality and apply the principles in everyday working practice Ability to pay attention to detail where there are predictable interruptions to the work pattern Ability to deal with stressful situations and sensitive issues Work effectively and flexibly as part of a team to meet the needs of the services Confident in dealing with people at all levels Must be able to demonstrate an understanding of equality and diversity Mature open and flexible approach to work Ability to travel to multiple sites Demonstrates reliability, motivation and commitment