Band 3 Medical Secretary Support - Trauma & Orthopaedics

The closing date is 2nd Feb 2025

Job summary

An exciting opportunity has arisen to join the Trauma & Orthopaedic Medical Secretaries. We are looking for an enthusiastic person who would like to make a positive impact to the department and to better patient care. The main tasks include typing letters, taking telephone queries and dealing with patient requests via telephone, updating clinic outcomes when required, liaising with the Trauma & Orthopaedic Booking Team, folding letters and sending them out in the post, scanning, cancelling activity for consultant leave and ad-hoc duties as required. 

Main duties, tasks & skills required

To provide secretarial support to consultants and their teams with particular responsibility for audio typing clinic letters, discharge summaries, general copy typing correspondence, minutes and reports. To provide administrative support to the department/Clinical Team.

The post holder will provide an empathic and sensitive point of contact for patients/relatives and carers, undertaking work under the direction of the Medical Secretary Supervisor.

*Provide excellent telephone skills. Accurately record telephone messages and other enquiries and refer as appropriate

*Provide effective communication and problem solving both face to face and via telephone

*Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

*Arranging patients' appointments as required

*Ensure that clinic letters and discharge summaries are sent out in accordance with the locally agreed time limits

*Input and look up patient data on Trust IT systems in accordance with Trust policy

*Arrange meetings and appointments as necessary

*Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision

*To manage and progress results of patient investigations and on receipt, prioritise and action according to clinical need, with guidance from the medical team

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 (e.g. GCSE English and Maths A-C) GCSE Level 9-4

*Business Administration NVQ level 3 or equivalent experience in a clerical environment

Desirable

*AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology

Experience

Essential

*Experience of dealing with the Public/Customer service experience

*Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)

*Experience of using IT systems

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

*Ability to problem solve

*Understand confidentiality and apply the principles

*Ability to pay attention to detail where th