Ophthalmology Medical Secretary

Job overview

To provide a comprehensive typing and administrational service to members of the team in order to assist in the achievement of departmental objectives.  The post holder will work closely with the team to ensure the delivery of a high quality service. This will require the utilisation of good typing, administrative, communication and interpersonal skills.

Main duties of the job

The post holder is required to:

• Communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information
• Communicate with external Trusts and other departments within the Trust
• Deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate
• Plan and organise own time/work
• Adjust clinic times as necessary
• Ensure notes are ready for clinics and arrange secure transfer between hospital sites as necessary
• Take minutes at meetings as requested; arrange meetings, for example, audit meetings, service meetings, training days
• Type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures
• Provide information and advice to patients/carers about admissions and appointments
• Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times
• Comment on local policies and procedures where they relate to secretarial or clerical issues
• Maintain stationery stocks; demonstrate secretarial duties to new starters
• Maintain and develop patient information, clerical, secretarial and record keeping systems, both paper based and electronic, in line with established Trust systems, liaising with other departments, including Medical Records and Trust Headquarters, where necessary
• Participate in surveys, gather information and assist with audits as required through the collection of data.

Detailed job description and main responsibilities

The post holder is required to:

• Communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information
• Communicate with external Trusts and other departments within the Trust
• Deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate
• Plan and organise own time/work
• Adjust clinic times as necessary
• Ensure notes are ready for clinics and arrange secure transfer between hospital sites as necessary
• Take minutes at meetings as requested; arrange meetings, for example, audit meetings, service meetings, training days
• Type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures
• Provide information and advice to patients/carers about admissions and appointments
• Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times
• Comment on local policies and procedures where they relate to secretarial or clerical issues
• Maintain stationery stocks; demonstrate secretarial duties to new starters
• Maintain and develop patient information, clerical, secretarial and record keeping systems, both paper based and electronic, in line with established Trust systems, liaising with other departments, including Medical Records and Trust Headquarters, where necessary
• Participate in surveys, gather information and assist with audits as required through the collection of data.