Support Secretary

6 months ago

Manchester, United Kingdom The Christie NHS Foundation Trust Full time

An exciting opportunity has arisen for an enthusiastic individual to become a part of the Endocrine Department admin team here at The Christie.

The Christie NHS Foundation Trust, based in Withington, Manchester is one of the leading cancer centers in Europe, offering high quality diagnosis, treatment and care as well as being at the forefront of cancer research and education.

You will be a part of the Endocrine Unit team, which will mean you will work closely with a team of secretaries, and administrative clerks. You will also build a good rapport with the unit’s clinical team. You will provide secretarial support to the clinical team and support in the management of clinic templates, schedule and rearrange any patient appointments, while maintaining administrative duties within the office. You will also have regular communication with patients via telephone and face to face.

The Christie is one of Europe’s leading cancer centres, treating over 60,000 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 15% patients are referred to us from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.

DUTIES AND RESPONSIBILITIES
1. Works closely with the Medical Secretaries to provide comprehensive support for all clinical work within the directorate.
2. Work closely with clinicians to manage clinic templates including amending appointments slots, cancelling, reducing or adding new streams and adding ad hoc or new clinics onto the Patient Administration System (Careflow)
3. Audio typing of correspondence and results, ensuring tight turnaround times are met.
4. Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes.
5. Appropriately disseminates a variety of correspondence/documentation across the department
6. Requests and obtains case notes and x-rays/scans both internally and from other hospitals, using the agreed procedures.
7. Ensures accurate input of patient details when entering data onto information databases and the patient administration system (Careflow).
8. Routinely uses the case note tracking system to ensure all patient case notes are tracked to their location.
9. Support the Day Unit with the preparation of clinics.
10. Provides cover in times of absence.
11. Assists in ensuring timely delivery of notes to the appropriate department for out-patient appointments and in-patient admissions.
12. Assists in the registration of new patients to ensure they are seen within the cancer waiting time targets.
13. Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format.
14. Communicate with patients who may be anxious, angry or upset.
15. Exchange relevant information with GPs and other health professionals.
16. Deal compassionately with distressing situations.
17. Liaise with other members of staff regarding case notes and patient visits.
18. Maintain patient confidentiality at all times.
19. Remain professional at all times when communicating with people in various situations.
20. Undertakes other general office procedures, such as ordering stationery, opening and dispatching post, photocopying, printing etc.
21. Any other duties deemed necessary for the effective running of the services, and in accordance with the grade of this post.
22. Contributes to the training of new members of staff within a given area as required.
23. Work with the Assistant Operations Manager and Secretaries to improve quality and range of services, with resources being managed according to agreed policies and priorities.

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