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  • Job
    Full-time
    Junior Level

Requirements

  • - Previous applicants need not apply
  • - Band 3 Secretary role within the Surgery, Women and Children's Division
  • - Friendly and enthusiastic individual
  • - Undertake all secretarial duties including typing and dealing promptly with general correspondence and answering phone queries professionally, courteously and efficiently
  • - Providing a comprehensive secretarial service
  • - Typing clinical letters with extreme accuracy within the agreed Trust wide targets
  • - Providing a central point of communication for patients and other healthcare professionals regarding treatments and consultation
  • - Act as the main contact point for your consultants and other clinical staff related to your specialist clinical area
  • - Fielding enquiries in a professional and efficient manner
  • - Type (audio/copy) clinics letters, medico-legal letters, and general reports and memos for consultants and junior medical staff
  • - Ensuring work is of the highest quality in terms of presentation and layout
  • - Dispatch is within agreed timescales
  • - Open, sort and action post on a daily basis
  • - Retrieve, log and return case notes/medical records
  • - Keeping these in accordance with Trust policy
  • - File correspondence, investigatory reports and maintain paper and electronic filing system in the office
  • - Respond and/or action enquiries (face to face/telephone/email/written) from staff, patients and third parties in a professional and pro-active manner
  • - Liaising with police, solicitors, and social services
  • - Ensure referral letters are collected and assessed daily
  • - Move patient referral letters quickly through the registration system to the booking team
  • - Ensure all investigatory results are seen promptly by the consultant or agreed member of team during periods of leave
  • - Process results accordingly
  • - Work with other team members to cover for and support departmental secretaries
  • - Including local induction for new starters
  • - Ensure the consultant’s diary is up to date
  • - Agree a system for diary management with the consultant
  • - Facilitate medical staff leave through diary management
  • - Communicate with the relevant personnel responsible for processing leave requests
  • - Take and produce minutes for occasional meetings when required
  • - Review/audit and establish where appropriate, revised systems to maximise the efficient running of the department
  • - Flexibility in developing the role with initial and on-going discussions with the designated manager

Responsibilities

  • - Undertake all secretarial duties including typing and dealing promptly with general correspondence and answering phone queries professionally, courteously and efficiently.
  • - Provide a comprehensive secretarial service, typing clinical letters with extreme accuracy within the agreed Trust wide targets and providing a central point of communication for patients and other healthcare professionals regarding treatments and consultation.
  • - Act as the main contact point for your consultants and other clinical staff related to your specialist clinical area, fielding enquiries in a professional and efficient manner.
  • - Type (audio/copy) clinics letters, medico-legal letters, and general reports and memos for consultants and junior medical staff. Ensuring work is of the highest quality in terms of presentation and layout and dispatch is within agreed timescales.
  • - Open, sort and action post on a daily basis.
  • - Retrieve, log and return case notes/medical records, keeping these in accordance with Trust policy.
  • - File correspondence, investigatory reports and maintain paper and electronic filing system in the office.
  • - Respond and/or action enquiries from staff, patients and third parties in a professional and pro-active manner, including liaising with police, solicitors, and social services.
  • - Ensure referral letters are collected and assessed daily and that the patient referral letters are moved quickly through the registration system to the booking team.
  • - Ensure all investigatory results are seen promptly by the consultant, or agreed member of team during periods of leave, and processed accordingly.
  • - Work with other team members to cover for and support departmental secretaries including local induction for new starters.
  • - Ensure the consultant’s diary is up to date, and agree a system for diary management with the consultant.
  • - Facilitate medical staff leave through diary management and communicating with the relevant personnel responsible for processing leave requests.
  • - Take and produce minutes for occasional meetings when required.
  • - Review/audit and establish where appropriate, revised systems to maximise the efficient running of the department.

FAQs

What specific duties will I be responsible for in this role?

You will undertake all secretarial duties, including typing clinical letters, dealing with correspondence, answering phone queries, and managing the consultant's diary.

Is previous experience required for this position?

While previous experience in a similar role is beneficial, it is not explicitly required, although familiarity with secretarial duties in a healthcare setting is preferred.

What are the working hours for this position?

The working hours are typically full-time, but specific hours may vary based on the needs of the Surgery, Women and Children's Division.

Are there opportunities for career advancement within this role?

Yes, there are opportunities for career development, including potential training and advancement within the department or Trust.

What software or systems will I need to be proficient in for this job?

Proficiency in various software applications, including word processing, email, and electronic filing systems, will be essential for effectively managing secretarial tasks.

Is there a probation period for this role?

Yes, there typically is a probation period during which your performance and suitability for the role will be assessed.

Will I be required to handle patient medical records?

Yes, you will be responsible for retrieving, logging, and returning case notes and medical records, ensuring compliance with Trust policy.

What qualities are you looking for in a candidate?

We are looking for a friendly and enthusiastic individual who exhibits professionalism, teamwork, ambition, and respect in all interactions.

Will I need to handle any confidential information?

Yes, as part of your duties, you will be required to handle confidential patient information and must adhere to privacy regulations.

Are there any specific values that guide this role?

Yes, our STAR values – Service, Teamwork, Ambition, and Respect – are central to this role and guide the work within our team and with patients.

Together we are Great

Science & Healthcare
Industry
5001-10,000
Employees
2006
Founded Year

Mission & Purpose

Great Western Hospitals NHS Foundation Trust operates several hospitals and healthcare services in the Swindon area. Their mission is to provide exceptional care and improve health outcomes for their community. They are dedicated to delivering high-quality, patient-centered services, ensuring that care is accessible, effective, and tailored to the needs of individuals within their catchment area.