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 ) 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

Benefits

Why Join Unilabs: At Unilabs, you'll have the opportunity to make a significant impact in the healthcare industry while working with a diverse and talented team.

We offer competitive compensation, comprehensive benefits, and a supportive work environment that fosters growth and development.