Medical Secretary, Cardiology | University Hospitals Coventry and Warwickshire NHS Trust

To provide a specialised, comprehensive and confidential patient centred clinical administration and secretarial service to the Cardiology Services team in accordance with Departmental, Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding the specialism for patients.

1. Responsible for the booking of appointments for 3 Cardiology Consultants.

2. To ensure, wherever possible, that all clinical documentation is up-to-date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription, manipulation and distribution of appropriate documentation.

3. To ensure the effective organisation of all patients under the care of the consultant and his/her team in accordance with Local and National policy and targets. This will require effective collaboration with the Booking Centre and Patient Access team to ensure the waiting list is up-to-date and accurate at all times; Outpatient Access team and General Managers to monitor the utilisation and effectiveness of outpatient clinics, ensuring that established Patient Access Policy to ensure that the elective care pathway for all patients is seamless and sensitive to their needs.

To maintain an efficient office management system/procedures to enable the consultant and his/her team to optimise their patient care services. This will require effective management of the consultant’s time, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel, arranging meetings/events, composing and transcribing minutes proactively ensuring action points are raised and completed, preparation of correspondence and reports; effective management of the consultant’s office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationery levels are maintained, processing orders as required and tracking patients through their pathway from initial referral to discharge.

To support team members. This will require demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times; providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required. Provide oversight to the Support Secretaries for associated administrative activities, such as patient bookings, appropriate documentation and typing, with local training.