Medical Secretary jobs in Cardiff Bay

Main purpose of role

To understand the company’s objectives and targets and to play a role in delivering them ensuring that the business is

successful and sustainable.

Targets will include:

• Fee earner utilisation

• Total revenue

• SLA performance

• Nil Data breaches

To ensure timely communications to clients and staff via telephone and email.

To effectively manage the diaries of all fee earners including OHA/OHP/OHT and to ensure that our fee earners and our

clients are updated with visit details and times.

To effectively handle calls to the Day 1 service.

To ensure financial data is inputted accurately to enable consistent and accountable financials.

To ensure the release management reports in line with SLA.

To fully support Operations and Account Management.

Ensuring that all client issues and enquiries are directed to the correct personnel and dealt with promptly and efficiently.

To participate in the constant development of providing a quality service to our clients.

Key responsibilities

1. To maximise utilisation of staff by ensuring when arranging a visit/ appointment via phone, email iPad/ text

message.

2. Geographically situated from fee earners home / site base (unless specifically agreed with the Operations Manager

and/or fee earner)

3. The correct skill level is applied to the visit / appointment.

4. The visit / appointment is within the contract / service remit for the Client and convenient to Client.

5. The visit / appointment is scheduled within the agreed timescales.

6. The visit / appointment is confirmed in writing to the Client and where appropriate individual Client employee.

7. The fee earner has all relevant information, documentation and equipment required to undertake the work.

8. To ensure that all arrangements for the return of documentation / reports / equipment are made. (e.g. paperwork scanned and filed on s drive)

9. To ensure that any report to the Client is provided within the agreed timescales and saved to the appropriate destination.

10. To deal with all incoming enquiries efficiently and within agreed timescales ensuring that all relevant parties / systems are updated immediately.

11. To liaise with third parties / agencies as required ensuring visits / appointments are scheduled within agreed timescales.

12. To ensure any equipment or consumables are ordered in a timely manner to ensure availability for work to be undertaken.

13. To input work accurately into IT systems

14. To attend and participate in any meetings and training as required.

15. To ensure management is aware of any data breaches relating to clients or employees immediately.

16. Responsible for ensuring compliance with the Quality Policy and the requirements of Fusion OH’s QMS and

applicable Policies and Procedures.

17. To report any issues or complaints to their managers.

18. General office housekeeping e.g. dealing with post.

Experience/knowledge required

• Computer literate, especially in Word, Excel, Electronic diaries

• Excellent verbal and written communication style

• Proactive client communication

Personal characteristics

• Can work proactively and effectively as part of the wider OH team

• Is flexible and adaptable

• Communicates positively at all levels both internally and externally

• Works in line with business requirements, adapting to all elements of admin role tasks.

Level of qualifications

Desirable

• Equivalent of 4 GCSE

• NVQ in administration

Core competencies

Technical:

• IT skills

• Telephone skills

• Customer care

Non-technical:

• Ability to communicate verbally

• Ability to work on own initiative

• Ability to work to strict deadlines

Performance measures

Competency area:

•Schedule staff in line with business needs

•Ensure correct skill level is assigned to each activity

•Ensure activities are scheduled within agreed timescales

•Ensure reports are forwarded within agreed timescales

•Solution focussed

Performance indicator:

•Utilisation report monthly

•Monthly report indicating actual versus contract

•Monthly KPI report

•Speed of resolution of client queries

Key relationships

External:

•Clients

•Third party providers

•Client employees

Internal:

•Office Manager

•Senior Leadership Team

•Clinical Team

•Quality Department

•Operations Support/ Administration

•Directors

Pay: £24,784.50 per year

Benefits:

• Casual dress
• Company events
• Company pension
• Cycle to work scheme
• Employee mentoring programme
• Free parking
• Health & wellbeing programme
• Life insurance
• On-site parking
• Sick pay
• Work from home

Experience:

• Administrative: 2 years (required)

Work Location: Hybrid remote in Caerphilly CF83 3ED