Job Title: Medical Secretary - Medical Secretaries
Post requires candidate to be entitled for work: Yes
Hourly rate: £19.66
Contract Type: Permanent
Full time/Part Time: Part Time
Term Time only post: No
Advert Closing Date: 06/06/2025
Job Overview
Do you have an interest in working within a healthcare setting? Is it important to you to feel you have made a difference? If so, we are seeking to recruit a secretary to join our busy and friendly administrative team. As an important member of our organisation you will be providing day to day support to our clinical teams to provide patient focused quality healthcare for the population of Jersey. This is a great role for someone who possesses excellent organisation, communication, typing and literacy skills as well as the ability to work under pressure in a busy and changing environment.
We are looking for a secretary to work between 30 hours from Monday through to Friday.
For an informal discussion, please contact Susan Salsac - s.salsac@health.gov.je
Job Purpose
To provide a comprehensive secretarial and administrative service to Consultants and their clinical teams within Health and Care Jersey services. The post holder will be required to act as liaison officer between patients, relatives, healthcare professionals and other internal and external agencies.
For a full job description please see following link - Job Description
Job Specific Outcomes 1 of 2
- Responsible for the Consultant and clinical team’s diary management ensuring that meetings are scheduled within their clinical confines and that they are fully prepared and briefed in time.
- Provide support including accurate minute taking and provision and distribution of all necessary paperwork in a timely and efficient manner, if required.
- Manage all incoming patient related admin on behalf of the Consultants and their clinical teams within strict deadlines to support a positive patient experience, escalating urgent referrals where necessary, and redirecting as appropriate during the Consultant’s absence.
- Filter all incoming enquiries from a wide range of internal and external agencies, in an effective and timely manner and take action and escalate where appropriate. Communications can be face to face, written or via the telephone.
- Ensuring that all GOJ systems and specialised internal hospital systems are maintained and updated with patient demographics and General Practitioner details to comply with the requirements of Data Protection law.
- Maintain databases for patients being transferred to UK hospitals or being discussed at UK MDTs (Multi-Disciplinary Meetings) (OTTA) and ensure that all relevant patient information is available for a complete patient review.
Job Specific Outcomes 2 of 2
7. Ensure all administrative arrangements relating to patient appointments/admission to UK hospitals are actioned by the appropriate teams and track the outcome to ensure the patient record is accurate and up to date.
8. Facilitate all aspects relating to UK Visiting Consultants’ clinics in Jersey to ensure patients are reviewed and outcomes recorded.
9. Assist with training newly appointed staff ensuring that documents are accurately transcribed using correct grammar and medical terminology.
10. Maintain the patient worklists in order that the live waiting list statistics and the patient time line tracking system are accurate. Maintain case load lists ensuring episodes on appropriate systems are opened/closed in a timely manner.
11. Undertake transcription of confidential medical letters, reports and discharge summaries via digital dictation system in line with SOP.
Qualifications
Must be educated to a minimum of GCSE level C or equivalent - to include English.
Previous experience in a secretarial or administrative role.
Knowledge
Knowledge of the department’s services and the importance of the customer experience.
Knowledge of medical terminology would be advantageous, however, training will be provided and the postholder is expected achieve the in-house medical terminology certificate within the first two years
Technical Work Based Skills
Good knowledge of Microsoft office applications and familiar with other IT software to produce high quality documents efficiently
Be able to use, promote and train others on a wide variety of IT software.
Ability to learn the various software used within the Government of Jersey.
General skills / attributes
Able to deal with many high priority issues at the same time, maintaining a calm and professional approach whilst quickly developing a strong rapport with others.
Excellent communication and interpersonal skills are required to deal with patients and relatives who maybe distressed.
Awareness of both legal and best practice requirements for confidentiality.
Experience
Previous experience of working in a busy administrative department.
Experience of working in a medical environment with excellent secretarial and organisational skills.
Jersey Public Service Careers
Across the Jersey Public Service, the scope of our work means our people enjoy a wide range of opportunities—working with recognised experts across teams, learning new skills, and developing their careers. We actively seek to recruit people from different backgrounds with diverse perspectives, creating a richer, more varied environment where you’re exposed to new ideas, new ways of thinking, and new opportunities to build an exciting and rewarding career.
To maintain the highest standards of public service, we have a rigorous screening process, to ensure candidates align with our values, skills, and professional requirements. This helps us create a trusted, capable workforce that can deliver excellence and safeguard our community.
Extraordinary, every day.
