Medical Secretary

2 weeks ago


Plymouth, Plymouth, United Kingdom University Hospitals Plymouth NHS Trust Full time

To undertake a range of secretarial and administrative services within the Plastic Surgery and Dermatology Department, this includes support to the Clinical Directors, Service Line Management Team, and other senior staff within the directorate.

This post is part of a professional multi-skilled team working across the administration services.

Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.


To support the Clinical Directors, Service Line Manager and Service Line Management Team in the delivery of their roles by providing an administrative service assisting them with meeting the Trusts objectives.


The key responsibilities of this role are the effective and efficient management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust Policies and procedures.

Provide support to the Burns team.

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

The provision of a comprehensive secretarial and administrative service to the Service Line Management and Trauma Team. This will include being competent with Microsoft Office Packages; Word, Excel, Outlook, Internet/Intranet.

Servicing of meetings, fixing dates and venues, preparing agendas, taking minutes, timely production of accurate minutes, specifying decisions made and follow up actions required.

To facilitate complaint investigation, collecting notes. Arrange meetings with complainants when necessary.

To act as Facilitator for Clinical Governance including arranging meetings; taking minutes; coordinating reports; entering risks onto the Trust Risk Register.

Able to organise and prioritise own workload and act on own initiative when faced with problems alone. Plan daily workload to ensure effective time management.
Maintain stationary requirements through EPROC, having regard to Trust policy on best value.

Work to support the streamlining of all administrative systems within the Service Lines and distributing information as required at the direction of the directorate management team maintaining clear and timely communication with all staff.

To ensure correspondence is typed and distributed within deadlines and according to agreed standards to include both copy typing and audio typing.

Preparation of presentation material where required, including overheads and handouts.

  • Take appropriate actions with regard to telephone calls using initiative, within Trust guidelines.


Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records as required.

Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
Ensure all hospital case notes are traced into and out of the department accurately on IPM. Obtain/forward case notes to/from other Trusts as and when required.

Be responsible for dealing with all correspondence by keeping a satisfactory record/filing system and ensure all clinic typing is held on the shared drive appropriately named and in the correct folder.

Collate results with patient case notes, ensuring that they are seen and actioned promptly by the relevant clinician.
Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
To provide cover for the Burns facilitator when away including the below.
To extract and collate audit data for burns and plastic surgery cancer services including data mandated by external organisations.
Enter data onto existing databases such as Microsoft Access, and Excel.
Collect data from clinical areas by speaking to health care professionals.
Run reports from existing databases. These reports may be routine in nature or exceptional reports as requested by the managers of the service.
Validate all data on request by line manager or external bodies.
To request patient notes and trace them onto the patient administration system as required.
To extract and collate data from patient notes, Trust PAS and other sources as required.
Assist with the configuration and maintenance of local databases as required.
Prepare data for Clinical audit and clinical governance processes.

For further details, please see the attached JD & PS.
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