Location
London | United Kingdom
Job description
The main purpose of the Medical Secretary is to provide an efficient and high-quality secretarial service to the laboratory and our clients. The primary working relationships will be within the office, the Administration Manager and the Laboratory Operations Director.
- Managing of the ‘Histology Secretary’ inbox (replying to queries, enquiries and other emails sent to [email protected]) in a timely manner
- Booking couriers collections, regular and ad hoc.
- Data entry of cytology cases. This could include audio typing and additional reports (all working towards agreed turnaround times) and having a sharp eye for detail. A very high level of typing accuracy and speed is essential
- Dealing with Immuno approvals and additional charges
- Typing additional reports/Second opinion to the cases and making sure these are authorised by a pathologist (all working towards agreed turnaround times)
- Filing of request forms
- Creating a spreadsheet for overnight bags 3 times a week on behalf of Specimen reception to be sent to Citysprint
- Chasing external results
- Flag unexpected cancer reports to Hospitals/Consultants
- Chasing and scanning Immuno results to the case on Morphology and Athena
- Franking letters and packages on behalf of the Company daily
- Sorting out the daily delivery of post and distribute to the relevant people/departments
- Booking Taxis for Laboratory staff and Management
- Typing Brain reports and making sure these are authorised
- Dealing with system case un-authorisations due to booking in errors
- Chasing Clients for Insurance/patient details on behalf of the Finance team
- Dealing with LOG requests
- Sorting, scanning and e-mailing Dispatch logs to the Clients
- Forwarding any stock request to the relevant departments
- Going through weekly MDT lists and sending the reports to the relevant pathologists
- Communicating with the accounts and marketing team
- Assisting in ensuring new staff / temporary staff receive adequate training, support, and guidance
- Scanning MDT reports to Morphology and Athena
- Applying yourself to be aware, efficient, and generally helpful with the use of your initiative in accomplishing additional tasks around the office
- Follow instructions given by the Office Manager / Laboratory Operations Manager
- To refer problems (where necessary) to the Office Manager / Laboratory Operations Manager
- To take part in annual appraisals
Other duties will include:
- Answering telephones calls and emails to colleagues and clients
- Updating client details
- Archiving of cartridges and any unnecessary items
- Being first point of contact to all pathologists – helping them the best you can
- Being of assistance to the laboratory and the staff
- Communicating with the accounts and marketing team
- Ordering of stationary (keeping a close eye on shortages)
- Attending monthly lab meetings
- Participating in regular office meetings
- Offering suggestions for things that will benefit the office and your team
- At times it may be necessary to stay later to complete tasks (report to office manager)
- Vigilant in completing tasks independently and seeing if there is anything additional to be completed.
- Show a willingness to help.
- Perform well under pressure, consider your staff peers and always be well presented.
Requirements
Essential:
- Microsoft Office (inclusive of Word, excel, and highly in Outlook)
- Previous experience in a Clinic or Hospital as a Medical secretary
- Ability to manage their own time and tasks.
- Ability to learn and implement procedures successfully and timely.
- Ability to work well with and relate to others.
- Understanding of company health and safety and confidentiality policies
- Work well in a team
- Flexible §
- Willingness to help
- Good use of initiative and observant
- Well-organized, tidiness, attentive and capable
Desirable:
- Minimum typing speed 35 w.p.m
- Experience of pathology computer systems and audio typing.
- Good communicator and very good telephone manner.
- Ability to work under pressure and deadlines
- Good written and vocal skills
- Well presented
- Professionalism at all time
Job tags
Salary
