Medical Secretary

6 months ago


Leeds, United Kingdom Leeds Teaching Hospitals Full time

**1. JOB DETAILS Job Title**: Senior Medical Secretary Reports to: Line Manager (Business Manager or PSC as appropriate) Accountable to: Business Manager Band: Band 4 Unit/Department: Directorate: Location AfC Job No: 2106 2. JOB PURPOSE To provide a consistent and high-quality Personal Assistant (PA) service to a group of Clinicians and their teams while supervising the provision of a comprehensive medical secretarial service by a group of staff. The Senior Medical Secretary will have oversight of the referral to treatment time pathway for their consultants patients ensuring they are managed efficiently and effectively through their agreed clinical pathways and where it is not possible that the correct escalation procedures are followed.

3. JOB DIMENSIONS 4. [Generic statement applicable to recruiting specialty in terms of describing the service recruiting to and the postholders position in it]. 4.

ORGANISATIONAL CHART Business Manager Patient Services Coordinator Senior Secretary Assistant PSC Team Medical Secretaries/Team Clerical Support 5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Qualifications Audio typing/Word Processing Skills (RSA III) or equivalent experience (essential) GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2 qualification) English and Maths (essential) ECDL (desirable) Experience At least two years experience in a healthcare environment in a PA-based role or the equivalent experience as a Team Medical Secretary (essential) Co-ordinating and managing a team workload; delegating and prioritising tasks as required to allow for the delivery of a high-quality service for patients while at times adhering to tight deadlines. Where not readily available the post holder will be expected to acquire the relevant skills associated with this duty within six months of commencing their post.

(essential) Using Trust systems to track and update patient journeys e.g. PAS/PPM/results and liaising with a wide range of hospital or primary care staff to ensure appropriate communication has taken place keeping all relevant groups informed of the patients journey. (desirable) The ability to understand and use simple Trust reports e.g. 18-week or other waiting time tracking (PTL) reports and to interpret data to allow clinical and national priorities to be met.

5-day turnaround of clinical correspondence, 18 week wait for patients (essential). The ability to use different Trust IT systems (PAS, PPM, results server) to make an assessment of where a patient is in their journey taking corrective measures where necessary to ensure the patients next steps are appropriately booked (essential). An understanding of medical careers and rotation to support the clinical team in meeting their teaching and training requirements for junior medical staff where required (desirable). 6.

THE LEEDS WAY VALUES Our values are part of what make us different from other trusts, so we see this as strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are: Patient-centered Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values 7. CORE BEHAVIOURS AND SKILLS This is a senior secretarial role and as such the individual will be expected to work independently as well as part of a team.

The individual should be patient focused, professional and flexible in their approach to work. 8. CORE KNOWLEDGE AND UNDERSTANDING See Knowledge/Skills and Experience above. 9.

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY The post-holder will: Provide a wide-ranging PA service to a group of clinicians (the number of which will be determined by Departmental requirements and the job plan commitments of the clinical team concerned). For the group of consultants responsible for, manage the flow of patients ensuring tests and/or appointments are booked within the necessary timescales escalating potential for delays to the PSC/Business Manager to ensure that prompt action is taken at all times in order to support strategic capacity/demand planning for the Organisation. At the request of the PSC and where relevant, undertake investigation for informal PALS complaints. Co-ordinate and transcribe/process responses to formal patient complaints together with the clinician ensuring that investigation outcomes are generated within the timeframe agreed with the patient.

Coordinate and supervise the day-to-day activities and workload of a small team of medical secretaries (and work closely with relevant PSC/Assistant PSCs as appropriate) and any supporting clerical staff. Support the Team Medical Secretaries to ensure that service provision meets relevant quality standards. Be the departmental super-user/system administrator for voice recognition and digital dictation Take a lead in developing new systems and processes to support on-going service delivery and the maintenance of a high quality service fo


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