Medical Secretary

Provide a comprehensive secretarial and administrative support service to clinicians and their associated staff, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all patient related information, including clinic letters, reports, referrals, appointments etc. Ensure that all work tasks are carried out to a high standard of quality which meets all departmental and organisations’ requirements for information governance, data protection and confidentiality. Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met. Maintain the electronic diaries of clinicians, organising meetings, study leave, annual leave, etc, using appropriate technology. Oversee clinic lists, ensuring that clinics are cancelled when consultants are not available, seeking agreement from clinicians to make amendments to clinic lists and amending clinician’s rotas where appropriate. Deal with queries from service users including patients and their representatives, demonstrating empathy and discretion. Organise and oversee the referral of patients to other departments/hospitals for further treatment/investigations/appointments. Adhere to organisational targets relating to typing targets, waiting lists, patient referrals, elective admissions using appropriate technology.

Main duties of the job:

• Adhere to organisational targets relating to typing targets, waiting lists, patient referrals, elective admissions using appropriate technology.
• Maintain the electronic diaries of clinicians, organising meetings, study leave, annual leave, etc, using appropriate technology.
• Oversee clinic lists, ensuring that clinics are cancelled when consultants are not available, seeking agreement from clinicians to make amendments to clinic lists (i.e. cancelling and overbooking patients) and amending clinician’s rotas where appropriate.
• Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion.
• Organise and oversee the referral of patients to other departments/hospitals for further treatment/investigations/appointments in accordance with clinician’s instructions.

This role supports consultants/clinicians in the Respiratory department based at UHNT but cross site working if required.

Detailed job description and main responsibilities:

• Provide a comprehensive secretarial and administrative support service to clinicians and their associated staff, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all patient related information, including clinic letters, reports, referrals, appointments etc.
• Ensure that all work tasks are carried out to a high standard of quality which meets all departmental and organisations’ requirements for information governance, data protection and confidentiality.
• Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met.
• Adhere to organisational targets relating to waiting lists, patient referrals, elective admissions.
• Taking and typing minutes of meetings and typing of complex documents, discharges, clinic letters, reports, etc for clinicians using appropriate technologies.
• Maintain the electronic diaries of clinicians, organising meetings, study leave, annual leave, etc, using appropriate technology.
• Oversee clinic lists, ensuring that clinics are cancelled when consultants are not available, seeking agreement from clinicians to make amendments to clinic lists (i.e. cancelling and overbooking patients) and amending clinician’s rotas where appropriate.
• Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion, taking accurate written messages and passing.
• Deal with complex incoming post bringing information to the attention of clinicians and processing as directed.
• Establish and maintain an effective file and ‘bring forward’ system for work related documentation to facilitate the timely processing of results, responses, information, correspondence and documents.
• Organise and oversee the arrangements for chasing investigation reports, and bring the results of key importance or abnormality to the relevant clinician.
• Organising the processing of investigation results of key importance or abnormality in accordance with clinician’s instructions and the filing of reports in case notes in a timely manner.
• Organise and oversee the referral of patients to other departments/hospitals for further treatment/investigations/appointments in accordance with clinician’s instructions.
• Be proactive in the development of administrative services to support clinical activity and assist in the continuous assessment and review of administrative working practices and procedures.
• Assist in the day to day supervision of support staff under the direction of the Admin Team Leader, ensuring that an effective and efficient service is maintained.
• Assist in the appraisal process and training and development of support staff in their work area by giving appropriate feedback to Admin Team Leaders.
• Assist in the promotion of a healthy, safe and secure working environment for the work team.
• Assist the Admin Team Leader in ensuring that appropriate resources are available within the work area e.g., stationery stocks, equipment etc.
• Any other ad‑hoc duties as and when required in line with operational and service needs.

Person specification:

• Qualifications: GCSE at grade C or above in Mathematics Key Skills at level 2 in Numeracy (or equivalent), GCSE at grade C or above in English Language, or Key Skills at level 2 in Literacy (or equivalent), Typing or word processing qualification at RSA II (or equivalent), AMSAR Advanced Diploma for Medical Secretaries – Level 3 qualification (or equivalent), Medical Terminology qualification.
• Experience of Audio Dictation, RSA III or equivalent typing qualification, IT qualification (ITQ at level 2 or equivalent), Previous Medical Secretarial experience.

We welcome applications from everyone and promote equality.

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.