Medical Secretary, RHeumatology, Band 3

4 days ago

Cheltenham, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

To provide an efficient, confidential and professional secretarial service to the Consultant and their team based at Cheltenham General Hospital. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of a Secretarial and Administrative Support Team and will report to the Secretary Supervisor.
- Fully participate in the Trust’s appraisal system review and personal development planning process on an annual basis
- Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales
- Contribute positively to the effectiveness and efficiency of the teams in which he/she works
- Contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies

Please see the job description for more information

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.

Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

- Referrals, Booking and Clinic Prep
- Managing clinics i.e. cancelling for annual leave and ensuring that any empty slots are utilised.
- Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence
- Liaising with clinic prep to ensure notes are requested/available for patient appointments
- Liaising with the Booking Office, to maximise capacity
- Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner

Outcomes and Results
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc

Admissions/Procedures
- Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork.
- Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner

Specialty Specific Support
- Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.
- Supporting consultant staff by assisting with the production/transcription of medical notes
- Proof reading or typing of correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts.
- Take and transcribe minutes as appropriate
- Supporting consultant staff with their additional responsibilities.
- Liaising with external organisations for the benefit and progress of patient care, such as other hospitals, etc
- Provide direct support as directed

Service Improvement
- Using speciality databases for recording patient information/clinic activity for audit purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.

Team-working
- To work as part of an Administrative Support Team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
- To cover colleagues during absences/annual/sick leave as directed by the secretary supervisor. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
- Undertaking routine office duties including note tracking, photocopying, filing of correspondence and results and maintenance of records.
- Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as a

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