PA/Medical Secretary in Manchester

An exciting opportunity has arisen for a well-motivated individual to join us as PA/Medical Secretary in the Oncology Department within Networked Services Division.

This is a Full-Time permanent post. It will be working 37.5 hours per week Monday to Friday, with the option of hybrid working. The Trust are committed to supporting flexible working agreements.

You will be responsible for covering the provisions of full secretarial and administrative support within the Colorectal team, ensuring a high standard of PA / secretarial duties is maintained and deadlines and audio typing targets are met.

You will be enthusiastic, flexible, willing to learn, eager to play an effective part in a busy team environment, work to a high standard and be able to use your own initiative.

You will have experience of audio typing and copy typing and ideally have worked within a healthcare environment with Medical Secretarial experience and a good knowledge of medical terminology. Knowledge of cancer pathways/targets would be beneficial.

When applying for this position, please refer to the person specification and demonstrate within your application form how you meet the criteria, providing examples where possible.

Main duties of the job

Liaise with all consultants in your area of responsibility to provide a full secretarial service, including all administrative duties and dealing with mail, this includes placing it in order of priority and acting on matters which can be dealt with without further reference.

Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.

Type clinical correspondence, treatment summaries and annotations, ensuring compliance with turnaround time/ targets and ensure that office instructions are followed.

Organise and schedule meetings and maintain an up to date diary for appointments, meetings and interviews.

Effectively monitor clinic templates liaising with clinical team and administration staff to ensure clinic numbers are manageable. Escalating to the management team when appropriate.

Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference.

Answer written and verbal enquiries from patients/relatives, referring enquiries to consultants only when necessary.

Deal with stressful phone calls which can be emotional / abusive and of a sensitive nature from relatives/patients.

Liaise with internal and external departments to arrange clinical investigations/procedures.

Working for our organisation

The Christie is one of Europe’s leading cancer centres, looking after more than 64,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 25% patients are referred to us from other parts of the country.

We are the largest radiotherapy provider in the NHS with one in 20 treatments delivered at The Christie. We have up to 15 linear accelerators operating across our network of sites. We operate the largest chemotherapy unit in the UK on our main site and treatments are also provided at 13 other networked sites, and in patients homes. And as a specialist tertiary surgical centre, we focus on rare cancers, complex procedures, and multidisciplinary approaches to cancer surgery, specialising in colorectal, peritoneal, gynaecological, urological and plastic surgery.

We are also an international leader in research, with world first breakthroughs for over 100 years. We have been named by the UK’s National Institute for Health Research (NIHR), as one of the best hospitals providing opportunities for patients to participate in clinical research studies, with more than 800 studies open at any time, caring for over 3,000 patients.

Detailed job description and main responsibilities

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Liaise with all consultants in your area of responsibility to provide a full secretarial service, including all administrative duties and dealing with mail, which includes placing it in order of priority and acting on matters which can be dealt with without further reference.
• Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.
• Organize and schedule meetings and maintain an up-to-date diary for appointments, meetings and interviews.
• Effectively monitor clinic templates liaising with clinical team and appropriate administration staff to ensure clinic numbers are manageable. Escalating to Admin and Service Managers when appropriate.
• Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, acting on all matters which can be dealt with without further reference.
• Answer written and verbal enquiries from patients/relatives, referring enquiries to consultants only when necessary.
• Deal with stressful phone calls which can be emotional / abusive and of a sensitive nature from relatives/patients.
• Liaise with internal and external departments to arrange clinical investigations/procedures.
• Liaise with patients involved in trials undertaken by the team, coordinating all necessary information between patients, hospital and organizing bodies.
• Ensure accurate input of patient details when entering data onto information databases and Patient Administration System (Careflow) including routine use of the case note tracking system.
• Receive new patient referrals and organize appointment/admissions and arrange treatment as required.
• Contribute to the appropriate management of the waiting list, particularly in relation to patients who fall within the two-week wait category
• Co-ordinate annual leave within the group to ensure clinics are capped or cancelled as necessary in order that clinics are managed effectively, and nursing staff are allocated appropriately to other areas.
• Contribute to the training of new members of staff within a given area as required.
• Ensure case notes are kept up to date and that all investigations and other material (outside notes and films) are available for clinic appointments/admissions.
• Provide information required to support the investigation of litigation cases.
• Provide statistical information to the Information Department as required.
• Work with Clinicians, Managers and Administration staff to review working practices, identify new improved ways of working and find solutions to problems.
• Work with the management team to improve quality and range of services, with resources being managed according to agreed policies and priorities.
• Ensure all relevant information is available for multi-disciplinary meetings for your team. Co-ordinate case notes and reports where necessary.

Qualifications

• 5 GCSE’s grade C or above including Maths and English or equivalent
• RSA stage II or III

Experience

• Experience of working in a health care setting
• Experience of working as part of a team and in isolation
• Experience in managing priorities under pressure, to meet service needs and strict deadlines
• Previous secretarial experience in Oncology
• Previous experience of patient management systems

Skills

• Audio and copy typing
• Microsoft Office (Excel, Word, Teams)
• Sound knowledge of medical terminology
• Willing to attend training courses appropriate to role
• Word-processing

Knowledge

• Ability to produce accurate, well presented work
• Ability to work as part of a team
• Organisational abilities to work to tight deadlines
• Ability to work on own and to use initiative
• Ability to work under pressure
• Reliability
• Flexibility to work within the team where necessary

Values

• Ability to demonstrate the organisational values and behaviours

Other

• Excellent interpersonal skills
• Flexible and pro-active approach
• Self-motivated and Enthusiastic

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website.

Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with NHS Employment Check Standards . These include: Identity verification, Right to work check, Disclosure and barring service (DBS)/Criminal record check (dependent on role, payment of this will be the applicants responsibility), Professional registration and/or qualification check, Occupational health assessment, Employment history and reference validation.

• Identity verification
• Right to work check
• Disclosure and barring service (DBS)/Criminal record check (dependent on role, payment of this will be the applicants responsibility)
• Professional registration and/or qualification check
• Occupational health assessment
• Employment history and reference validation

All applicants external to The Christie NHS Foundation Trust will be required to provide their HMRC employment history to cover the most recent three years employment. This information will used to validate employment history andreferences.

If you require sponsorship, we will assess your eligibility based on current government guidance. If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.

If You're Offered the Role - you will be agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

No Smoking Policy - You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

Additional Information - We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect.The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy.

The Christie NHS Foundation Trust is committed to the highest standards of ethical conduct and integrity in all our activities. We have a zero-tolerance approach to modern slavery in any of its forms, including slavery, servitude, forced or compulsory labour, and human trafficking. We are fully committed to acting ethically and with transparency in all our business dealings and relationships, and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our organisation or supply chains.

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