Job summary
- Main area
- Medical Secretary
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week
- Job ref
- 303-7884175
- Employer
- The Royal Orthopaedic Hospital NHS Foundation Trust
- Employer type
- NHS
- Site
- The Royal Orthopaedic NHS Foundation Trust
- Town
- Northfield. Birmingham
- Salary
- £28,392 - £31,157 per annum pro rata if part time
- Salary period
- Yearly
- Closing
- 28/04/2026 23:59
Employer heading
Medical Secretary
NHS AfC: Band 4
Job overview
To work flexibly as part of a team providing full and comprehensive secretarial administrative support for the Clinicians and Medical Secretaries in the Pain and MSK Service, in accordance with National targets and the Trust’s Patient Access Policy.
Undertaking a range of secretarial and administrative duties for the services, to ensure patients’ health records are maintained to the highest standard. To ensure appointments and supporting clinic correspondence are sent to patients and other medical professionals in a timely manner. All contact with patients will be dealt with effectively and efficiently. The use of various IT systems and packages will be pivotal to this role, including PAS, TPro (digital dictation system) and Microsoft Office packages.
Main duties of the job
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To assist with the typing of all correspondence relating to outpatient and in patients, as well as typing departmental correspondence.
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Regularly liaising with Clinical Service Support Manager to ensure departmental key performance indicators are achieved.
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Managing Clinician’s diaries
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Arrange patients follow up appointments (scan reviews) as required using PAS system and liaison with appropriate departments.
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Receive enquiries from patients and staff, resolving enquiries of a more complex nature and dealing with as appropriate.
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Liaise professionally with all departments regarding admissions, waiting lists, ad and cancellations ensuring hospital policies are adhered to.
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To provide cross cover for secretarial team during annual leave and sickness.
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To validate weekly primary targeting list (PTL) as delegated by the Clinical Service Support Manager
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Co-operating in the introduction of new procedures, policies or technology, assisting managers in its implementation.
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To set up and maintain filing systems ensuring all documents are accurately and are appropriately archived.
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Receive phone calls from patients, relatives and GP’s. Ensure they are dealt with in a timely manner or passed to the appropriate secretary as required, maintaining the highest possible customer care at all times.
Working for our organisation
The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.
Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.
The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.
We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.
The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.
If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you.
Detailed job description and main responsibilities
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Ensure regular data cleansing is carried out on Trust systems such as PAS and Theatreman as required.
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To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology/imaging and urgent telephoned results and all results are filed in the patient’s records.
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Compiling and maintaining up-to-date medical secretary support job plan or cover for secretarial team.
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To take responsibility for patients notes in the office. To implement secretarial and administrative policies to track medical records and referral letters using the Patient Administration System.
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To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e-mail correspondence.
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To participate in appraisals and personal reviews and work to achieve agreed set objectives.
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To participate in appropriate training and development activities.
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To conduct staff appraisals, as delegated by the Secretarial Team Leader
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Any other duties agreed with the Secretarial Team Leader.
Full job description added as a supporting document.
Person specification
Education/Training
Essential criteria
- • AMSPAR or equivalent qualification • RSA Stage 3 typewriting, word processing or equivalent • Knowledge of Microsoft Office Packages and other IT skills acquired through training and practical experience. • Knowledge and extensive experience using various patient healthcare systems, including the Patient Access System. • Grade 4 GCSE (C and above) or equivalent • Basic numeracy or literacy qualifications • Evidence of self-development e.g. continuing professional development portfolio • Willingness to undertake any training required to enable further development of the role/function
Desirable criteria
- • NVQ Business Administration or equivalent
Experience and Attainments
Essential criteria
- • Secretarial/ support secretarial/administration experience, preferably in healthcare • Experience audio-typing • Customer care experience • Secretarial procedures • Knowledge of software programmes • Excellent understanding of general office working procedures • Good understanding of medical terminology
Desirable criteria
- • NHS or public sector experience
Skills
Essential criteria
- • Excellent command of English • Approachable and supportive towards colleagues • Sound decision-making skills • High standard of grammar and spelling • Able to prioritise • Well organised • Empathetic approach to managing and resolving enquiries • Supportive team member • Patient focussed • Calm and confident • Able to communicate sensitively and tactfully with patients and carers • Able to concentrate for long periods, while transcribing audio tape • Understands the limits of own responsibilities
Desirable criteria
- • Minute taking • Touch typing
Personal Qualities
Essential criteria
- • Punctual and professional • Flexible attitude • Self-motivated, enthusiastic and accessible
Desirable criteria
- • Must be able to demonstrate behaviours consistent with the Trust’s values
Special Requirements
Essential criteria
- • The post-holder will be required on occasions to perform tasks outside of the designated department, therefore flexibility is key. For example, covering secretarial roles in other departments
Knowledge
Essential criteria
- • Knowledge of RTT pathway, Understanding of medical terminology, Understanding of confidentiality and data protection issues
Desirable criteria
- • Knowledge of NHS policies • Knowledge of the Trusts’ values
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Kelle Trivett
- Job title
- Team Leader
- Email address
- [email protected]
- Telephone number
- 0121 812 3600
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