The Medical Support Secretary provides efficient and effective administrative support to the Gynaecology Service, helping to ensure the smooth running of the clinical team. Working closely with Medical Secretaries and clinicians, the post holder will undertake a range of secretarial and administrative duties that contribute to the delivery of a high-quality patient service.
The role includes producing clinical correspondence, arranging appointments, maintaining accurate patient records, supporting meetings, managing telephone enquiries and using a range of Trust IT systems to process information efficiently and confidentially. The post holder will also provide cross-cover for colleagues and support the day-to-day organisation of the department.
Strong organisational, communication and IT skills are essential, together with the ability to manage a varied workload, work collaboratively and maintain high standards of accuracy. By providing reliable administrative support, the Medical Support Secretary will play an important role in enabling clinicians to deliver safe, effective and patient-centred care while ensuring patients receive a professional and responsive service throughout their care journey.
We are looking for a highly motivated individual to provide comprehensive administrative and clerical support to the Gynaecology Department as directed by the Team Leader and/or Care Group Support Manager. The successful candidate must be able to work using their own initiative, and also as part of a busy team. Good communication skills are essential as the post holder will need to liaise directly with patients, consultants and other hospital staff. A working knowledge of the Trust internal systems would be required for this post.
You will be expected to cross cover in our Easibook Admin (theatre booking) and Colposcopy Admin teams
Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state-of-the-art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space.
Key Responsibilities
1. Assists and supports team of Medical Secretaries to provide a comprehensive, medical audio and word-processing service to the clinical team to include the typing of clinic letters and discharge summaries using advanced keyboard skills.
2. Communicate effectively with all members of the multi-disciplinary team including medical staff both internally and externally as required. Convey information to Medical Secretaries for action as appropriate.
3. To use electronic data systems to make patient appointments under the supervision of Medical Secretaries.
4. Maintain, collate and compile data/information from appropriate IT packages i.e. Careflow, Fusion etc. in a prompt and efficient manner.
5. Provide secretarial support relating to office procedures including photocopying, taking phone calls, filing, faxing, ordering and tracking medical records, Answering and directing emails, Booking follow up appointments ,dealing with incoming and outgoing post as required.
6. Arranging meetings for departmental team members as directed by Medical Secretaries.
7. Answer a wide range of internal and external calls, referring to Medical Secretaries where appropriate.
8. Assists and supports team of Medical Secretaries to provide a comprehensive, medical audio and word-processing service to the clinical team to include the typing of clinic letters and discharge summaries using advanced keyboard skills.
9. Communicate effectively with all members of the multi-disciplinary team including medical staff both internally and externally as required. Convey information to Medical Secretaries for action as appropriate.
10. Assists and supports team of Medical Secretaries to provide a comprehensive, medical audio and word-processing service to the clinical team to include the typing of clinic letters and discharge summaries using advanced keyboard skills.
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