Band 4 Medical Secretary

Location Belfast, County Antrim
Job Type Temporary
Salary Up to £9.83 per hour
Published 8 months ago
Start Date ASAP
Contact Angie Johnston
Job Ref FT Admin_1538991393

Job Description

Grafton Recruitment has been appointed as HSCNI's number 1 recruitment provider for Admin, Clerical and Support Services.

Band 4 Medical Secretary required for Belfast City Hospital

Rate of Pay: £9.83 per hour

Hours: 37.5 hours

Duration: 3- 6 mths with possible extension

Main duties/Responsibilities

  • Be responsible for dealing with incoming correspondence via

post, telephone, email and fax, along with general enquiries from

patients, GP's, other hospitals, etc and redirect/action as

appropriate. Urgent referrals / red flag referrals should be brought

to the immediate attention of the Consultant

  • To transcribe audio material for all patient related

correspondence generated from outpatient clinics, in patient stay

(including theatre lists and discharge summaries) and the

resulting queries.

  • To transcribe audio material for all non-patient related

correspondence from Consultant and team.

  • Locating of case notes within and outside the department, as

required thereby supporting continuity of patient care.

Compose correspondence on behalf of Consultant and medical

staff relating to patient results, appointments, admissions and

general advice.

  • Compose correspondence in own name e.g. when following up

telephone queries with patients, miscellaneous queries etc.

Keep a day - to - day and admissions diary for Consultant

providing appropriate reminders of schedule, either via electronic

(email) system or paper, and take appropriate action on

conflicting appointments.

  • Minute taking as and when required
  • To organise follow-up appointments by use of a computerised

system ensuring patients are notified of their appointments within

agreed timescales and arrange transport as necessary

  • Be responsible for the effective management of the consultant's

inpatient waiting list / Day case list by ensuring patients are

added to PAS waiting list within the agreed timescales as per


  • Provide GP or other health care professionals clinical information

regarding patients, e.g. regarding prescriptions (dosage,

transcribing illegible writing, etc ) and on patient management

from handwritten outpatient notes.

  • Work closely with other secretarial staff, sharing the responsibility

of maintaining stationery requirements.

  • Organise meetings, courses, seminars, medical students

examinations as required, including the booking of rooms, travel arrangements

  • Take responsibility for securing computer equipment and files at

all times.

  • Liaise with other hospitals and health care professionals and to

synchronise care of patients, e.g. joint operations, joint clinics,

specialised investigations etc.

  • To maintain confidentiality at all times.

Use tact and diplomacy when dealing with patients/relatives and

exercise judgement when dealing with patient enquiries.

Inform all relevant departments of Consultants planned

absences, to ensure clinical and surgical commitments are

altered appropriately.

  • To advise junior medical staff in relation to their administration


  • To be the central point of contact for the under/post graduate

department in relation to junior medical staff.

Provide information and guidance to medical secretarial students

and new staff with regard to departmental and hospital policies

and procedures, use of office equipment, and ensuring Health &

Safety requirements are met within the working area.

Provide guidance, supervision and delegation of duties, where

appropriate, to medical secretarial Assistants/entry level

secretaries and new staff with regard to computer systems,

medical terminology, and with the checking and correction of


To assist with the recruitment of junior staff to participate in the

induction and training of new medical, secretarial staff within the

department as required.

To be shortlisted for this role all applicants MUST meet the essential criteria and be available to work in Belfast

If you are interested please upload your CV to the link provided, and Angie or Kathy will be in contact to confirm if you have been shortlisted.


This may not matter to you when you're looking for a new opportunity, but we just wanted to tell you a little bit about Grafton. We know that finding the right job can be challenging and we have the tools and resources to help you succeed. An established recruitment agency since 1983, we offer permanent and temporary job solutions to lots of different clients in multiple industry sectors in Northern Ireland and Republic of Ireland.

Notifications straight to your inbox

We know finding the right job can be challenging. We have the tools and resources to help you succeed.
Get started with Grafton today!

Set Up A Job Alert