Medical Secretary

Job overview

Medical Secretary

Department of Microbiology

Band 4 pro rata if part-time

Hours: 15 per week, all MKUH roles will be considered for flexible working

An opportunity has arisen for an enthusiastic and highly motivated individual to join our Microbiology team as a Medical Secretary.

The candidate should have previous experience of working in a similar role and be familiar with using Microsoft office, essentially have ECDL qualification or equivalent and RSA level 2 or 3 (or equivalent knowledge and skills).

Excellent organisational and communication skills with good telephone manners, ability to prioritise workload and process enquiries in a confidential and timely manner with ability to use their own initiative and make decisions.

Awareness of medical terminology would be desirable.

Expected work hours: 14:00 pm to 17:00 pm

For more information, please contact Rizalea Echaluse, Chief Biomedical Scientist on .

Main duties of the job

To help provide quality secretarial support to the Consultants, laboratory manager and other laboratory staff. To work closely with other departments of the Pathology Laboratory.

Work hours 14:00 pm to 17:00pm Mon-Fri, this could vary depending on the service needs but in prior discussion with the post holder.

Working for our organisation

Admin and Clerical colleagues experience enough freedom in how to perform their work. (NHS Staff Survey 2023).

Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.

Detailed job description and main responsibilities

• Provision of a full medical secretarial service to facilitate the smooth running of the department.
• Type confidential letters and reports
• Maintain an efficient filing system
• Arranges meetings, update agenda and takes minutes of meetings sending out document of relevance.
• To process all outgoing mail including the mailing of reports to clinicians and GP's.
• To deal with correspondence and enquiries in connection with the Microbiology Department.
• Receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other Consultants, and external bodies, referring and escalating enquiries to the Departments Consultants / Clinical Teams / Laboratory Manager where necessary.
• To liaise with IPC team
• To place & receipt orders for the laboratory using the NHS i-procurement online ordering system.
• To follow up with invoices received, check for duplication and other errors
• Input and interaction with the pathology WinPath system and associated software to facilitate the production and distribution of reports.
• To photocopy and collate information as necessary.
• To maintain patient confidentiality in accordance with the local and Trusts policies familiarity with Data Protection Act and other related policies
• Provide support/assistance for Microbiology administration staff during times of absence to ensure an efficient service is always maintained.

Please refer to the job description for further details.

Person specification Qualifications and knowledge Essential criteria

• Good general education minimum of 5 GCSEs including English or equivalent.
• Strong IT skills & experience in use Microsoft packages to NVQ level 3.
• Typing qualification or equivalent experience.
• ECDL qualification or equivalent
• RSA level 2/3 in typing or equivalent

Desirable criteria

• Medical terminology

Experience Essential criteria

• Relevant secretarial/ administration experience working within a clinical environment.
• Experience of using IT/Patient data Systems.
• Experience of handling inbound and outbound telephone calls of a potentially sensitive nature.
• Meetings (preparing meeting agenda & minute taking)
• Familiar with Data Protection Act

Desirable criteria

• Supervisory /decision making role

Skills Essential criteria

• Ability to plan, priorities and delegate workload.
• Detail oriented

Desirable criteria

• Evidence of working under pressure to tight deadlines and dealing with difficult situations

Personal and people development Essential criteria

• Ability to be flexible, adaptable and use own initiative to solve problems
• Professional approach.

Communication Essential criteria

• Excellent communication skills both written and oral, including ability to relate to people.
• Polite telephone manners.
• Experienced working in a team and developing effective working relationships with staff at all levels.

Desirable criteria

• Ability to resolve conflicts or difficult situations

Specific requirements Essential criteria

• Able to perform the duties of the post with reasonable aids and adaptations