Band 4 Medical Secretary Urology

Job summary

2 x Band 4 Medical Secretaries for the Urology Department at the QEHB.

The post holder will provide a comprehensive and efficient secretarial service to the department/team. It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times. The post holder will provide an empathic and sensitive point of contact for all service users. The post holder will be responsible for the day to day training and supervision of other secretaries/clerical support workers.

Main duties, tasks & skills required

• To be responsible for the organisation of meetings, preparation of agendas and taking of minutes
• To touch type from audio and / or shorthand the following documents: This requires an understanding of medical terminology, phraseology and medications
• To draft letters on behalf of the Consultants in a sympathetic but easily understandable manner
• To provide a point of contact for GPs and other Health Care Professionals and also patients/relatives/carers
• To understand the patient pathway and provide information and reassurance in a professional manner. Deal with queries and instigate appropriate action
• To organise and maintain theatre schedule adding patients to lists and ensuring patients are seen for pre-operative assessment and admission for operations and tests as appropriate

To provide day to day supervision to secretaries/clerical officers, allocating and monitoring work on a daily basis

• To manage and progress and chase results of patient investigations on a daily basis
• To assist with the collection and provision of statistical data as required by the health professionals
• To be responsible for informing the relevant individuals of any Consultant or member of the medical team's leave
• To liaise with medical records with regard to availability of medical notes for forthcoming clinics
• To handle cheques/donations and be responsible for forwarding to the appropriate Trust Fund
• To develop and maintain an efficient individual filing system on behalf of the Consultant

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

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person specification

Qualifications

Essential

• Good General Education (eg. GCSE English and Maths A-C) GCSE Level 9-4
• Business Administration NVQ level 3 or equivalent experience in a clerical environment

Experience

Essential

• Experience of working as a Secretary
• Experience of dealing with the Public/Customer Service experience
• Experience of working with arrange of Microsoft Office packages (eg Word, Excel and Outlook)
• Experience of using IT systems
• 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

Desirable

• Experience of working in a busy environment
• Experience of working in Healthcare

Additional Criteria

Essential

• Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
• Good keyboard / IT skills
• Good organisation skills and ability to multitask
• Good time management skills
• Ability to deal professionally with enquiries from staff, patients and visitors
• Ability to problem solve
• 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 service
• 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
• Demonstrates care and compassion
• Good inter-personal and communication skills
• Team player
• Conscientious
• Demonstrates reliability, motivation and commitment
• Ability to travel to multiple sites

Desirable

• Ability to work under pressure and deal with stressful situations

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.