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Medical Secretary

Your World Recruitment Ltd



£10.81 - £12.10/hour


Posted: 03/08/2022

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Medical Secretary

Accurate transcription (either by direct dictation, audio or copying typing) of confidential correspondence; reports, discharge summaries, forms, minutes and any other correspondence within agreed and acceptable timescales

Location: Southampton

Job Type: Temporary

Duration of booking: Expected to last 3 months with possible extension

Proposed start date: ASAP

Pay Rates: £12.10per hour Umbrella or £10.81 per hour PAYE inclusive of holiday

Hours / Working Days: 37.5 hours per week / Monday to Friday, 9am – 5pm

Sector: Healthcare

Based: Office / Hospital

Person Spec:

* Competent audio typist

* Good basic standard of education

* Experience of minute taking

* RSA II Typewriting or equivalent

* Competency in utilising Microsoft Office Packages

* Ability to type accurately with good spelling, punctuation and grammar usage

* Previous secretarial / administrative experience

* Experience of dealing with general public

* Experience of working under pressure


* Dealing with incoming and outgoing correspondence, telephone calls and enquiries in an appropriate manner as relevant. Making and receiving telephone calls, both internally and externally, ensuring all messages are taken and relayed accurately to the appropriate member of the MDT Team.

* Daily contact with members of the MDT Team, liaising as appropriate and ensuring accurate information is passed on to the relevant clinical staff. Acting as a link between the MDT Team and patient/parents’/carers’ by telephone/face to face, ensuring confidentiality is maintained at all times.

* Prioritise, plan and organise daily workload, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed and acceptable timescales.

* Ensuring the Admin. Manager is informed as relevant of any changes in working pattern.

* Ensure incoming mail is opened on a daily basis, date stamped and distributed/acted on in a timely manner. Ensure all urgent matters are redirected appropriately and promptly.

* Participate in ensuring the Admin. Office “Diary” is accurate and up to date at all times for all members of the MDT Team to include such information as clinics, assessments, meetings etc.

* Assist in developing and maintaining a comprehensive and easily accessible filing system within the Admin. Office.

* Assist in developing secretarial and administrative policies relevant to the Admin. Office.

* Arrange meetings, both internally/externally, assisting in the preparation of hand-outs/presentations as required.

* Take minutes at relevant meetings, ensuring accurate and timely transcription and circulation. Ensuring any consequent administration is dealt with and acted upon as appropriate.

* Assist with the preparation of lectures as required, assisting members of the MDT Team with regard to aspects of education & teaching, assisting with the production of presentations using PowerPoint, etc.

* Prompt assistance in resolving callers’ complaints/concerns. Where this is not feasible, to ensure the Admin Manager is made aware of any issues so that these can be promptly forwarded to the Modern Matron/Head Of Ops.

* General photocopying, filing and general administrative and clerical duties. Participation as appropriate in the replenishment of stationery for the unit.

* To ensure attendance and active participation in Admin. Team meetings.

* Adopting a flexible working pattern within the Admin Team, in order to provide relevant cover for colleagues during periods of annual /sick leave as necessary.

* Participate in an annual appraisal and personal development plan/objective setting and attend statutory or appropriate training as identified and required by this process.

* Ensure, as far as is reasonably practicable, a safe environment within your work area, informing the Admin. Manager of any relevant issues.

* All the above duties are carried out whilst possessing an awareness and adhering to unit, directorate and trust policies.

* To be conversant with Microsoft Office applications including Outlook, Word and Excel, ensuring mail is read and acted upon on a daily basis.

* The post holder will utilise a patient administration system (PAS) and any other information relevant system(s) as required. To ensure all relevant information entered/held is both accurate and up to date at all times, alerting the Admin. Manager to any potential issues

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