Medical Secretary

Job overview

Medical Secretary  - Band 3

We are looking for a reliable and enthusiastic individual with excellent  organisational and administrative skills  to provide an efficient secretarial service  to the  Microbiology Department at Southmead Hospital.

Main duties of the job

The post holder must have extremely good computer and communication skills, as well as being a team player and have an ability to use their own initiative. Being a busy department, the ability to work under pressure and  prioritise changing workloads is absolutely essential for this role.

Previous secretarial/administrative experience is essential and experience in a Medical Secretary role with knowledge of medical terminology would be an advantage.

A full list of duties can be found in the attached Job Description.

Detailed job description and main responsibilities

• To receive sort and prioritise daily correspondence.
• To undertake appropriate action arising from the correspondence and ensure that it is prioritised appropriately.
• To take telephone enquires and calls, take action where required and prioritise urgent calls contacting Team members where necessary.
• To establish and maintain comprehensive, efficient and accurate paper and electronic filing systems as required.
• Ordering and maintaining office stock levels when required.
• To undertake photocopying, faxing and filing.
• Manage the Consultants diaries and leave requests, including outlook diaries.
• Arrange practicalities for attending external meetings (NHS and attendance at society meetings).
• Take and write up minutes, book rooms etc. for regular and ad hoc meetings.
• Manage CPD & appraisal folders.
• Provide administrative assistance to the Laboratory Manager, Lead BMS and other laboratory staff.
• Assist in maintaining the annual leave and sickness records for the laboratory.
• Arrange appointments and meetings as required.
• To produce from copy or audio, letters, reports, notices, plans, projects, policies, and scientific papers by means of word processing.
• When required to take and prepare minutes of meetings.
• To collect data for projects for computer systems and collate this in Excel and graph format
• Manage patient databases or registries as required.
• To produce power point presentations from drafted slides.
• Prepare internal reports (word processing and formatting according to Trust policy).
• Assist with the organisation of conferences and Study days.
• Type and prepare research papers and reports for publication according to journal requirements
• Acquire papers from the medical library/internet.
• To maintain the highest degree of accuracy and confidentiality and act within the boundaries of the Data Protection Act
• To observe Trust rules regarding Health and Safety
• Perform other general admin duties as directed by the Laboratory Manager / Consultant Microbiologists.
• Participate in the Trust Appraisal procedures