Job summaryAn exciting opportunity has arisen in the Rheumatology Department for a Band 4 Medical Secretary Supervisor. You will provide a comprehensive and efficient secretarial service to the consultant and their medical team.By personally assisting with the administrative workload, the Medical Secretary Supervisor will enable the consultant to optimise clinical commitment.It is essential that you exercise initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times.You will also provide an empathic and sensitive point of contact for patients/relatives and carers.Additionally, you will be responsible for the day-to-day training and supervision of other medical secretaries/clerical support workersThis is a fixed-term post, but could be considered as a secondment, and a perfect opportunity for progression."Main duties of the jobTo be responsible for the organisation of meetings, preparation of agendas and taking of minutesTo touch type from audio and / or shorthand the following documents: This requires an understanding of medical terminology, phraseology and medicationsTo draft letters on behalf of the Consultants in a sympathetic but easily understandable mannerTo provide a point of contact for GPs and other Health Care Professionals and also patients/relatives/carersTo understand the patient pathway and provide information and reassurance in a professional manner. Deal with queries and instigate appropriate actionTo organise and maintain theatre schedule adding patients to lists and ensuring patients are seen for pre-operative assessment and admission for operations and tests as appropriateTo provide day to day supervision to secretaries/clerical officers, allocating and monitoring work on a daily basisTo manage and progress and chase results of patient investigations on a daily basisTo assist with the collection and provision of statistical data as required by the health professionalsTo be responsible for informing the relevant individuals of any Consultant or member of the medical team's leaveTo liaise with medical records with regard to availability of medical notes for forthcoming clinicsTo handle cheques/donations and be responsible for forwarding to the appropriate Trust FundTo develop and maintain an efficient individual filing system on behalf of the ConsultantAbout usWe are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.Our commitment to our staff is to create the best place for them to work, and we are dedicated to:Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.University Hospitals Birmingham is a Smoke-Free premises hospital.Job descriptionJob responsibilitiesCommunication:Provide excellent telephone skills. Accurately record telephone messages and other enquiries and refer as appropriateTo provide a point of contact for patients/relatives/carers, GPs and other Health Care Professionals who can be emotional and highly distressed, ensuring that any language or other communication barriers are overcomeProvide effective communication and problem solving both face to face and via telephoneBe sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with difficult situationsAttend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectivelyAnalytical and Judgemental Skills/Freedom to Act:Ability to make decisions and take actions relating to enquiriesAbility to recognise situations that should be referred onto the Line Manager and take prompt and appropriate actionTo sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents require urgent action and which may be passed directly to other areas for actionPlanning and Organisational Skills:To manage and progress results of patient investigations and on receipt, prioritise and action according to clinical need, with guidance from the medical teamOrganise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescalesPrioritise own work load to meet the needs the service userArrange and prioritise meetings and case conferences as appropriateArrange meetings as and when requiredPolicy and Service Responsibilities:Work collaboratively as part of an integrated teamWork within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct and ensure they are adhered the across the teamParticipate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient servicesResponsibility for Financial and Physical Resources:Have a personal duty of care for all equipment and resources usedMaintain stock control of stationery / clinical suppliesResponsibility for Staff:Day to day supervision of secretaries/clerical officer, allocating and monitoring work on a daily basisParticipate in the induction and training of all new members of staffDemonstrate own activities to new / less experienced staffResponsibility for Information:To liaise with medical records with regard to availability of medical notes for forthcoming clinics, ensuring where possible, all results/correspondence are available for the patient's clinic appointmentTo develop and maintain an efficient individual filing system on behalf of the team to include correspondence, reports, complaints, research and resultsBe responsible for confidentiality in line with Trust policy and proceduresAccurately input data/confidential data using a variety of Trust IT systems in a timely wayPrepare and scan information onto the Trust IT systemsEnsure all information held is kept up to dateBe responsible for the quality of information, photocopy and distribute documents as requiredShred and destroy confidential documentation in line with Trust policyProvide information / produce basic routine reports at an appropriate level under supervisionInput staff information into the Electronic Staff Record adhering to confidentiality and only accessing the information required to fulfil the role /taskPerson SpecificationQualificationsEssentialMaths and English GCSE, A*-C/9-4Business Administration NVQ level 3 or equivalent experience in a clerical environmentAMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminologyExperienceEssentialExperience of working as a Medical SecretaryExperience of dealing with the public/customer service experienceExperience of working with a range of Microsoft Office packagesExperience of using IT systemsExperience of working in a healthcare environmentGood organisational skillsAble to use own initiative and deal with the unpredictableAble to work under pressure and to multi-taskAble to work to deadlinesAdditional CriteriaEssentialGood communication / customer care skills both written and verbal demonstrating sympathy and compassionAbility to deal professionally with enquiries from staff, patients and visitorsUnderstand confidentiality and apply the principles in everyday working practiceAbility to pay attention to detail where there are predictable interruptions to the work patternAbility to deal with stressful situations and sensitive issuesWork effectively and flexibly as part of a team to meet the needs of the servicesConfident in dealing with people at all levelsMust be able to demonstrate an understanding of equality and diversityMature open and flexible approach to workAbility to travel to multiple sitesDemonstrates reliability, motivation and commitmentDisclosure and Barring Service CheckThis post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.Employer detailsEmployer nameUniversity Hospitals Birmingham NHS Foundation TrustAddressQueen Elizabeth HospitalMindelsohn WayBirminghamWest MidlandsB15 2THEmployer's websitehttps://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)