Main area Administration Grade NHS AfC: Band 4 Contract Permanent Hours Part time - 22.5 hours per week (Monday to Friday) Job ref 276-6928455-AC
Employer Queen Victoria Hospital NHS Foundation Trust Employer type NHS Site Queen Victoria Hospital Town East Grinstead Salary £26,530 - £29,114 per annum (pro rata) Salary period Yearly Closing 09/02/2025 23:59
Medical Secretary
NHS AfC: Band 4
Welcome to Queen Victoria Hospital NHS Foundation Trust and thank you for your interest. We are seeking a keen and enthusiastic person to provide strong secretarial, organisational and administrative support within our Corneo Plastic Department, supporting corneal consultants. The successful candidate will ideally have a medical secretarial background with strong computer skills including fast and accurate audio typing. Key skills required are excellent verbal and written communication skills, enabling communication at all levels, a keen eye for detail, good time management, and the ability to work to tight deadlines prioritising workload under pressure while working efficiently as part of a friendly, busy team, ensuring the best possible care for our patients in a timely manner whilst ensuring that targets adhered to. Main duties of the job
To provide full secretarial and administrative support to the Corneo Plastic Department. To provide and receive confidential and sensitive information written, aural or verbal, to be exchanged with patients/clients, relatives, staff or external parties. To review and manage the patient pathway to ensure all Oncology and RTT targets are met, escalating concerns when they arise. To communicate sensitively and appropriately with patients suffering from serious illness. Detailed job description and main responsibilities
Liaison with Nursing and Diagnostic Imaging support services to QVH. Maintain close and collaborative working relationships with the Service Co-ordinator and other administrative and clinical staff. Maintain effective manual and computerised systems to ensure accurate and timely delivery of information to clients and professionals. Deal with correspondence making use of IT, i.e. e‑mail, internet and intranet, using initiative and discretion to prioritize. Deal with all telephone calls promptly and courteously with an empathetic approach. Type clinic letters from digital dictation to meet Trust guidelines on responses. Ensure clinic letters are sent out to GP within agreed timeframe of the clinic date. Prioritise results needing urgent attention and chase for results where needed. Co-ordinate and monitor patients that require follow up tests to ensure the tests and results are obtained wherever possible. Ensure an audit trail in the patients’ notes is kept. Co-ordinate matters arising from clinical appointments and arrange further referrals/ investigations as directed. Responding to the requests of the Patient Access team regarding RTT18 queries and/or input clinical outcomes for clinics. Planning of Consultant operating lists. Book appointments for patients for the services as required onto Patient Care. Manage patient’s expectations when booking appointments and advising them of updates. Monitor clinics to ensure that they are fully utilized and ensure full clinics wherever possible. Monitor the patient pathways for all patients in the services make every effort to ensure all patients are offered an appointment within 6 weeks of referral. Ensure there are regular reviews of all the outstanding patients in the service to ensure patients are seen in the timescales allowed. Create and maintain patient case notes in preparation for outpatient consultation clinics. Ensure patient case notes are stored, tracked and archived according to Trust guidelines. Develop and maintain a sound knowledge of medical terminology, tests, symptoms and procedures. Attend statutory Trust training courses as necessary and access training ensuring continued professional development within the service. Follow the QVH Trust’s guidelines on confidentiality. Ensure a professional image of QVH and the service is maintained at all times. Person specification
Qualifications
Secondary education to GCSE level including English and Maths NVQ level 3 in administration or equivalent experience or RSA level III or able to demonstrate equivalent skill Experience
Significant experience in secretarial/administration, preferably in a medical setting Working in a multi-disciplinary team Aware of confidentiality and General Data Protection Regulations (GDPR) Knowledge and awareness of medical terminology Knowledge of NHS performance/targets Skills
Accurate audio typing, typing speed of at least 60wpm Proficient use of computers and software packages, including the knowledge of databases and spreadsheets Attributes
Good command of English, both written and verbal, with good grammatical and spelling ability Attention to detail with high degree of personal organisation, prioritisation and self-management Demonstrate ability to work under pressure
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NHS AfC: Band 4
Welcome to Queen Victoria Hospital NHS Foundation Trust and thank you for your interest. We are seeking a keen and enthusiastic person to provide strong secretarial, organisational and administrative support within our Corneo Plastic Department, supporting corneal consultants. The successful candidate will ideally have a medical secretarial background with strong computer skills including fast and accurate audio typing. Key skills required are excellent verbal and written communication skills, enabling communication at all levels, a keen eye for detail, good time management, and the ability to work to tight deadlines prioritising workload under pressure while working efficiently as part of a friendly, busy team, ensuring the best possible care for our patients in a timely manner whilst ensuring that targets adhered to. Main duties of the job
To provide full secretarial and administrative support to the Corneo Plastic Department. To provide and receive confidential and sensitive information written, aural or verbal, to be exchanged with patients/clients, relatives, staff or external parties. To review and manage the patient pathway to ensure all Oncology and RTT targets are met, escalating concerns when they arise. To communicate sensitively and appropriately with patients suffering from serious illness. Detailed job description and main responsibilities
Liaison with Nursing and Diagnostic Imaging support services to QVH. Maintain close and collaborative working relationships with the Service Co-ordinator and other administrative and clinical staff. Maintain effective manual and computerised systems to ensure accurate and timely delivery of information to clients and professionals. Deal with correspondence making use of IT, i.e. e‑mail, internet and intranet, using initiative and discretion to prioritize. Deal with all telephone calls promptly and courteously with an empathetic approach. Type clinic letters from digital dictation to meet Trust guidelines on responses. Ensure clinic letters are sent out to GP within agreed timeframe of the clinic date. Prioritise results needing urgent attention and chase for results where needed. Co-ordinate and monitor patients that require follow up tests to ensure the tests and results are obtained wherever possible. Ensure an audit trail in the patients’ notes is kept. Co-ordinate matters arising from clinical appointments and arrange further referrals/ investigations as directed. Responding to the requests of the Patient Access team regarding RTT18 queries and/or input clinical outcomes for clinics. Planning of Consultant operating lists. Book appointments for patients for the services as required onto Patient Care. Manage patient’s expectations when booking appointments and advising them of updates. Monitor clinics to ensure that they are fully utilized and ensure full clinics wherever possible. Monitor the patient pathways for all patients in the services make every effort to ensure all patients are offered an appointment within 6 weeks of referral. Ensure there are regular reviews of all the outstanding patients in the service to ensure patients are seen in the timescales allowed. Create and maintain patient case notes in preparation for outpatient consultation clinics. Ensure patient case notes are stored, tracked and archived according to Trust guidelines. Develop and maintain a sound knowledge of medical terminology, tests, symptoms and procedures. Attend statutory Trust training courses as necessary and access training ensuring continued professional development within the service. Follow the QVH Trust’s guidelines on confidentiality. Ensure a professional image of QVH and the service is maintained at all times. Person specification
Qualifications
Secondary education to GCSE level including English and Maths NVQ level 3 in administration or equivalent experience or RSA level III or able to demonstrate equivalent skill Experience
Significant experience in secretarial/administration, preferably in a medical setting Working in a multi-disciplinary team Aware of confidentiality and General Data Protection Regulations (GDPR) Knowledge and awareness of medical terminology Knowledge of NHS performance/targets Skills
Accurate audio typing, typing speed of at least 60wpm Proficient use of computers and software packages, including the knowledge of databases and spreadsheets Attributes
Good command of English, both written and verbal, with good grammatical and spelling ability Attention to detail with high degree of personal organisation, prioritisation and self-management Demonstrate ability to work under pressure
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