Support Secretary
2 weeks ago
To support the Medical Secretaries in providing a comprehensive medical secretarial service to the consultants, allied health professionals, nursing team, junior medical staff in an effective and timely manner.
This post is part of a professional multi-skilled team working across the administration service.
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.
Responsible for secretarial and administrative service to the consultant(s) and his / her medical team (where appropriate)
Typing and filing of clinic letters for consultant(s) and nursing team (where appropriate).
Ensure accurate messages are taken for multi-disciplinary clinical team and delivered in a timely manner.
Prioritise own workload including the typing of clinics, discharge summaries and medical reports and documents with the support of the medical secretary.
Assist in sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information.
Assist line manager with training of other admin and clerical staff as appropriate.
Ensure comprehensive working knowledge of iPM as commensurate with role.
Ensure all hospital case notes are traced into and out of the department accurately on iPM.
To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team.
- Responsible for secretarial and administrative service to the consultant(s) and his / her medical team (where appropriate)
- Typing and filing of clinic letters for consultant(s)
- Take appropriate action with regard to telephone calls from patients / relatives, GPs and other agencies using initiative, within broad guidelines outlined by the consultant(s) / service line manager, supported by medical secretary team.
- Ensure accurate messages are taken for multidisciplinary clinical team and delivered in a timely manner.
- Prioritise own workload including the typing of clinics, discharge summaries and medical reports and documents with the support of the medical secretary.
- Regular exposure to distressing / emotional circumstances (eg typing correspondence and reading reports etc)
- Assist in sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information.
- Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results.
- Ensure effective communication with all members of the multidisciplinary team.
- Ensure comprehensive working knowledge of iPM as commensurate with role.
- Ensure all hospital case notes are traced into and out of the department accurately on iPM.
- To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team.
- Required to cover medical secretary colleagues during times of absence or increased workload as requested by line manager.
- Required to cover reception during times of absence or increased workload as requested by line manager.
- To carry out any other clerical duties as determined by the line manager.
- Receive and deal with confidential and sensitive telephone enquiries from patients / relatives.
- Be able to handle patient complaints.
- Liaise with various departments and professionals within the hospital and outside agencies via verbal and written communication.
- To be a team member within the office and able to multi skill with the various areas.
- To work closely with other admin and clerical staff within the department.
OTHER
- Able to maintain concentration on task during periods of interruption.
- Requirement to exert physical effort when dealing with vast quantities of notes.
- Work to the Trust values
- Put patients first, Take ownership, Respect others, Be positive, Listen, learn and improve.
- Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.
- Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.
- Attend statutory, essential and mandatory training.
- Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Act 199
- Comply with the Corporate Governance structure in keeping with t
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