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Medical Support Secretary

3 months ago

StocktononTees, Stockton-on-Tees, United Kingdom North Tees and Hartlepool NHS Foundation Trust Full time

The Healthy Lives Administration Team based in the University Hospital of North Tees, are looking for a motivated and enthusiastic Medical Support Secretary to provide an efficient, effective and comprehensive administrative and secretarial service to support clinical teams providing care to patients.


Please see attached Job description for full details
Reporting to the Healthy Lives Administration Service Lead, and supported by the Senior Administrators and Medical Secretaries

  • Be fully conversant with and adhere to all work related policies, procedures and guidelines, ensuring that all work outputs are completed as required and that all related targets and timescales are met.
  • Use all appropriate technologies and equipment to their optimum functionality to assist in the provision of an efficient, effective and comprehensive administrative and secretarial service to support the provision of care to patients.
  • Ensure that any/all work outputs are produced to a high standard of quality that meets all of the organisations requirements for Information Governance and CQC and which is compliant with all associated national, regional and local policies, procedures and guidelines
  • Participate in any/all associated training, development and appraisal processes relevant to post


At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones.

We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.


We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development.

Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.

We recruit for values and "Together we are North Tees & Hartlepool"

Please see attached Job description for full details
Be fully conversant with and adhere to all organisational policies, procedures and guidelines to assist in the provision of a comprehensive secretarial and administrative support service to clinicians and their associated staff, to ensure the timely and effective processing of all patient related information, including clinic letters, reports, referrals, appointments, occasional minute taking etc


Under the direction of the Senior Administrator and through the effective use of all appropriate technologies and systems, be responsible for the effective and timely transcription of patient correspondence by ensuring that all medical transcription work is prioritised effectively in accordance with job type.

Escalation to Senior Administrator should a backlog of transcriptions become apparent.

Turnaround times and target timescales and that all work outputs are completed to a high standard of quality and accuracy whilst meeting all departmental and organisational requirements for information governance, data protection and confidentiality


Assist in the data entry and retrieval of results/information where appropriate through the effective use of available technologies and assist in the arrangements for chasing investigation reports, checking reports received and bringing results of key importance or abnormality to the PA or relevant clinical staff as and when required.


Assist in the organisation of the referral of patients for further treatment, investigations and appointments etc., in accordance with clinicians' instructions.

Ensure any urgent work is completed within the specified timescales with escalation to appropriate levels of staff when required.


Assist in requesting, locating, collecting and returning of healthcare records using the appropriate Trakcare technologies by following the appropriate healthcare record tracking procedures, SOP's and trust guidelines.


Deal with any 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, checking patient and GP demographic details when in contact with patients and taking accurate written messages and passing more complex queries to relevant staff members where appropriate.

Effectively organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met


Assist in the maintenance of an up to date file system for work related documentation and establish an effective 'bring forward' system to facilitate the timely processing of results, responses, information, correspondence and documents.

Assist in planning and prioritising of workload to e