Medical Secretary Mersey and West Lancashire Teaching Hospitals NHS Trust

We currently have a vacancy within our Paediatric team for an experienced, enthusiastic and well-motivated Medical Secretary. A good knowledge of medical terminology along with excellent keyboard, interpersonal and audio typing skills are essential. You will be expected to undertake all administrative duties, be well organised, able to plan your own workload using your initiative and work to deadlines.

It is expected that applicants will have appropriate knowledge of working in a medical environment and also demonstrate a background of working in an office environment with the ability to liaise with all relevant departments within the Trust and multiple outside agencies. Being a team player is essential together with first-rate organisational skills. This post is an important role within the ophthalmology team.

You must:

• Have previous medical secretarial experience
• Have an extensive knowledge of medical terminology
• Experience of minute taking

KEY DUTIES

• Typing clinical and non-clinical correspondence and reports including the transcription and management of audio sources (e.g., digital / tapes) using initiative in managing and prioritising workload.
• Act as first point of contact for patients, GPs, external organisations and members of the general public seeking information and support from the hospital.
• Triage calls appropriately and deal sympathetically with people who may be bereaved, distressed or angry using tact, persuasion and discretion.
• Answer telephone queries and provide non-clinical advice regarding patient care and appointments/admissions.
• Communicate with patients/parents regarding personal and highly sensitive information.
• Compose routine and non-routine letters and produce typed clinical correspondence including the transcription of audio dictation.
• Access the computerised Patient Administration System (Medway) for relevant patient details, updating records and registering patients as required.
• Maintain and update specialty-specific databases.
• Take action as necessary in respect of all patients who fail to attend in accordance with the Trust's policy and the consultants' special instructions.
• Ensure the timely despatch of all relevant information to GPs, other medical staff and external organisations.
• Evaluate and re-prioritise own workload in accordance with competing demands from patients, medical staff, and others.
• Prioritise work to ensure that medical staff are provided with necessary information to take appropriate clinical action.
• Liaise with the Cancer Services Department of patients to be discussed at the Multidisciplinary Team Meetings.
• In conjunction with the support medical secretary/ies and clerical officer(s) within the department ensure that administrative duties are allocated and completed in a timely manner.
• Ensure that all investigation results are shown to the relevant clinicians in a timely manner and make arrangements for any follow up actions required.
• Type theatre lists and distribute as required.
• Co-operate in the introduction of new technology as it may apply.
• Be instrumental in preventing complaints from service users, resolving informal complaints, and supporting the formal complaints process.
• Handle cash/cheques for the Consultants and teams, patients, and other external sources in line with the Trust's standing financial instructions.
• Provide full secretarial support with respect to teaching/meetings as directed by medical staff.
• Maintain database of clinical activity as required to assist in clinical audit.
• Attend, take and transcribe minutes for ad hoc meetings as required within the Divisions and implement any follow up action points.
• Provide guidance to the support medical secretaries and clerical officer(s) and self-supervision.
• Make economical use of supplies and maintain control of stock including stationery supplies.
• Deputise for others and provide cross cover within the team during absences.
• Plan and prioritise own workload following appropriate Trust and Medical Secretary policies and processes, suggesting improvements where necessary.