Medical Secretary
Job Description
Job summary
The role provides an advanced secretarial service to the Consultants and medical teams. Accurately coordinating medical information to expedite the continuing care of the patients. The successful applicant will be looking after a number of consultants across different specialties.
A Day in the life of DHC a Medical Secretary is also attached.
Main duties of the job
The ideal candidate will have previous secretarial experience, ideally within a hospital or NHS role, with excellent word-processing, audio typing and keyboard skills. The post holder will be able to manage their workload efficiently and effectively on a daily basis making decisions pertaining to the smooth and efficient running of the department, acting independently but escalating where necessary. You will have the ability to build excellent working relationships, communicating effectively with a diverse group of people, within the secretarial team, wider DHC community and with all parties within GP practices, healthcare providers, local authorities and social services. You will have good working knowledge of Microsoft Office, have the ability to adhere to confidentiality at all times and have excellent writing skills to generate letters. You will be organised and have the ability to prioritise your workload and remain calm whilst working under pressure to meet deadlines.
Applications will be reviewed throughout the recruiting period, so we encourage early application.
About us
This is an excellent opportunity to be a part of our organisation as we are going through a period of growth and looking to recruit a talented Medical Secretary to our professional and friendly team.
The role will be based within Outpatients at Dorking Hospital but occasional visits to other DHC outpatient sites may be necessary. We offer a good working environment in a friendly, progressive team.
Dorking Healthcare (DHC) is an organisation that provides a wide range of quality healthcare services in Surrey and Sussex. We are registered with the CQC (Care Quality Commission), and we are an accredited AQP (Any Qualified Provider). Our vision is to continually improve local services for patients by offering first-class care and shorter waiting times.
A can-do attitude is a vital asset at DHC, and we are looking for like-minded individuals to work with us who share the same approach and work ethic.
The benefits we offer include:
- Competitive salaries
- Membership of the NHS pension scheme
- 27 days annual leave plus bank holidays, increasing with length of service
- Opportunities for training and development
- Some of our sites have free on-site parking (subject to availability)
- We aim to be an employer of choice and conduct annual staff satisfaction surveys
DHC actively encourage and promote diversity, ensure all voices are heard and included and are committed to equal opportunities for all.
Job responsibilities
JOB SUMMARY
The role provides an advanced secretarial service to the Consultants and medical teams. Accurately co-ordinating medical information to expedite the continuing care of the patients. The successful applicant will be looking after a number of consultants across different specialities.
DUTIES AND RESPONSIBILITIES OF THE POST
- Liaise with Consultants as required including clinic dates, annual/study leave, queries
- Accurately transcribing consultant dictations (audio typing)
- Generate letters following outpatient appointments within expected time period
- Coordinate actions from appointments with other teams to ensure patient treatment is progressed efficiently and effectively
- First point of contact for queries, building good relationships with patients
- Meet expectations for turnaround of typing and sending clinic letters as well as team and individual goals
- Build excellent working relationships within secretarial team, other teams within the Outpatient Department and other organisations including GP practices, healthcare providers, local authorities, social services
- Undertake any other reasonable duties as commensurate with the nature of this role
WORK SETTING AND REVIEW
To manage own workload efficiently and effectively on a daily basis. Make decisions pertaining to the smooth and efficient running of the department acting independently but where necessary referring problems to Lead Secretary or the appropriate consultant via the quickest route possible.
Be able to work with a degree of autonomy, which comes from experience.
Work to objectives as set by the Lead Secretary.
CONFIDENTIALITY
The post holder must maintain the confidentiality of information about patients staff and DHC business in accordance with the Data Protection Act 1998 and Caldicott principles.
This job description represents an outline of the responsibilities of the post and is not intended to be an exhaustive list of duties or tasks. It will change and develop in line with organisational needs and may be amended following agreement with the post-holder.
The interview will consist of situational (tell us about a time when) questions followed by a 30-minute audio typing test
Please note: the criteria set out in the person specification will be used to make recruitment decisions.
Person Specification
Experience
Essential
- Excellent word-processing, audio typing skills.
- Previous secretarial experience
Desirable
- Previous hospital or NHS experience in a medical secretary role.
- Audio typing experience
Knowledge
Essential
- Excellent keyboard skills.
- Computer literate.
- Ability to communicate effectively with a diverse group of people at all levels.
- High quality standards in all communication.
- Working knowledge of Microsoft Office and internet/web skills or equivalent.
- Ability to maintain confidentiality at all times.
- Commitment to Continuing Professional Development
Desirable
- Experienced knowledge of medical terminology.
- SystmOne (NHS Database)
Attributes
Essential
- Can do attitude to daily tasks, adversity and new ways of working.
- Seek to achieve the most efficient way to complete tasks.
- Aspiration to continuously improve the experience of our patients
Qualifications
Essential
- Good standard of general education (Numerate and good standard of English).
- Good knowledge of a range of software programmes
Desirable
- Understanding or familiarity of medical terminology
Skills and Aptitudes
Essential
- Excellent verbal and written communication skills.
- A methodical and organised approach to work.
- Ability to work under pressure and to meet deadlines.
- Work without supervision.
- Good time management.
- Patient focused.
- Ability to prioritise tasks / duties to ensure local/national targets are met.
- Manage patient pathways.
- Excellent attention to detail
Desirable
- Knowledge of patient referral to treatment times; experience of monitoring patient pathways
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Dorking Healthcare Ltd.
Address
Dorking General Hospital
Horsham Road
Dorking
Surrey
RH4 2AA
