Imaging Department Secretary

Job Summary

The Imaging Department Secretary at King Edward VII’s Hospital will play a crucial role in supporting the efficient and effective operation of the Imaging Department. The successful candidate will be responsible for providing administrative and secretarial assistance to the department, ensuring smooth communication and coordination among staff members, patients, and other hospital departments.

Administrative Support
• To receive and welcome patients and staff and deal with any enquiries in a kind and courteous manner.
• To answer incoming telephone calls and deal with queries including imaging appointments and all other clerical duties of the department.
• To communicate effectively with staff within and outside of the department to ensure the smooth operation of the service, including liaison with ward staff, outpatients, consultants, & GP’s.
• To book patients and make appointments for patients, demonstrating an approachable and helpful style of care maintaining a good effective communication when dealing with patients and visitors.
• Greet and check in patients upon arrival, verifying their personal and insurance details.
• To issue and assist patients with the completion of all relevant paperwork prior to their imaging examination and accurately and efficiently input this onto the hospital information system and radiology information system ensuring accuracy.
• To accurately update patients’ details onto hospital computer systems and to communicate any discrepancies within the charging system to the patient accounts department.
• Provide assistance and guidance to patients regarding imaging procedures and the necessary preparations during booking process
• Handle patient concerns and escalate issues to the appropriate staff when necessary.
• To keep patients and their companions always informed and communicate with them any changes/delays to their appointment times.
• To maintain a tidy office and ensure all patient information is filled at the end of each working day.
• To notify radiologists the day before of any examinations booked for them to ensure a seamless service.

General
• To ensure that all enquiries are handled in a courteous and tactful manner, always maintaining confidentiality.
• Ability to work in a fast-paced and often high-pressure environment.
• To act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes.
• To develop and maintain good working relationships between all departments within the hospital and all members of the multi-disciplinary team.
• To have a comprehensive knowledge of imaging and hospital computer software systems and be able to burn patient discs.
• To check stocks of stationery in the Department and regularly order supplies as necessary.
• To attend meetings with relevant parties as and when necessary, feeding back relevant information to imaging staff.
• To regularly review the service provided to patients and ensure that it is both appropriate and of the highest quality and implement changes where appropriate to improve the services in consultation with the Office Supervisor.
• To act as chaperone when required.
• Assist in the safe transferring of patients and equipment when required, following manual handling guidelines and using risk assessment.
• To be accountable for your own work & take responsibility for own learning.
• To maintain a happy and supportive working environment.

Role Requirements
Education
• High school diploma or equivalent.
• Additional training or certification in secretarial or administrative functions is preferred.

Experience
• Proven experience in a secretarial or administrative role, preferably in a healthcare setting.
• Familiarity with medical terminology is an asset.

Skills
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent organizational and multitasking abilities.
• Strong interpersonal and communication skills.

Attributes
• Attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• Team player with a positive and professional attitude.