Senior Secretary - Clinical Administration - MCX-022921

Job Purpose: To provide high quality secretarial and administrative support to clinical teams, ensuring clinical correspondence is produced within British Medical Association (BMA) timeframes, workloads are well organised, and patients and staff receive an efficient, professional service.  

Duties
- Manage and prioritise own workload to meet agreed quality standards and deadlines without direct supervision.
- Provide a full secretarial service, including accurate copy and audio typing of letters, reports and clinical documents, and handling incoming and outgoing mail.
- Use hospital IT systems (such as MEDWAY), Microsoft Office, email and other databases to record and update patient and administrative information.
- Maintain and update office diaries, arrange meetings and venues, prepare agendas and take straightforward minutes.
- Liaise with clinicians and other staff to agree working patterns and ensure an effective secretarial service is provided.
- Receive, make and redirect telephone calls, dealing with enquiries in a calm, clear, helpful and reassuring manner.
- Maintain manual and electronic filing systems, ensuring records are accurate, up to date and stored appropriately.
- Ensure clinical investigation results are promptly seen and signed by an appropriate clinician and filed correctly.
- Liaise with ward staff about patient admissions and discharges and arrange any transport or other requirements to support patient appointments.
- Alert the Clinical Secretarial Coordinator to any issues that may affect the team’s workload or service delivery.
- Supervise and support other secretarial and administrative staff, including induction, on-the-job training and providing cover as required.
- Assist with opening, sorting and distributing mail and provide relief and support to other secretarial teams as needed.
- Carry out background research or information gathering when requested.
- Act up for the Personal Secretary Coordinator during periods of absence.
- Work across multiple specialties and teams within Noble’s Hospital to ensure clinical letters are typed within BMA guidelines.
- Undertake any other reasonable duties required to support the clinical administration service.

Essential Skills
- Strong secretarial and administrative experience, including at least 1 year in a relevant secretary role or equivalent advanced qualification.
- Recognised qualification in text processing and audio transcription (or Civil Service typewriting and audio grading tests).
- GCSE English Language at grade C (4) or above, or equivalent.
- Advanced IT and word processing skills, including Outlook, Word, Excel and experience of databases.
- Excellent audio and copy typing speed and accuracy.
- Ability to extract key information from conversations and documents and present it clearly.
- Good written communication skills and the ability to produce accurate, well-presented documents.
- Strong interpersonal and verbal communication skills, with tact and confidence when dealing with people at all levels.
- Good planning and organisational skills, with the ability to prioritise and work to tight deadlines.
- Excellent customer service skills and experience of dealing directly with members of the public.
- Ability to remain calm under pressure and manage competing demands.
- Ability to work effectively as part of a team and build positive working relationships.
- Ability to work on own initiative with minimal supervision.
- Enthusiasm for and commitment to learning new skills and developing within the role.
- Reliable, flexible and willing to provide cover for other teams during sickness or annual leave.
- Ability to learn and understand the patient journey and apply this knowledge in daily work.
- Satisfactory Police Check.

Desirable skills
- Previous experience in a medical secretary role.
- Working knowledge of medical terminology.
- Knowledge and experience of clinical administration in a hospital setting.
- Isle of Man Worker status.

A more detailed job description can be viewed by clicking here

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Salary & benefits

£28,979 - £34,609

Hours

Full Time - 37 Hours