Medical Secretary

2 weeks ago

Sheffield, United Kingdom Sheffield Teaching Hospitals NHS Foundation Trust Full time

You will be working with three Consultant Oral and Maxillo-facial Surgeons to provide comprehensive administrative support to them and their patients, ensuring that tasks are prioritised and acted on promptly.

We are looking for someone who is proactive and motivated, putting the patients first to deliver an efficient and effective service to our patients. You will quickly become a key and indispensable member of the team within the OMFS service, liasing with consultants, patients and many other colleagues across the Trust and other Trusts within the South Yorkshire region.

You will be responsible for overseeing clinical correspondence and working with the audio typists to ensure that priorities are established and investigations or further information is checked and chased.

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

The Charles Clifford Dental Services Directorate comprises both the Charles Clifford Dental Hospital, which offers a wide range of oral and dental clinical services and Community and Special Care Dentistry, which is located in a number of sites across the city.

Please view the attached Job Description and Person Specification documents for full details regarding this post.

Provide a quality Medical Secretarial service within the Charles Clifford Dental Hospital. In addition to working collaboratively with the existing Medical Secretaries to ensure parity across the secretarial function. Co-ordination of typing across specialties and the delegation of duties to support secretarial staff to meet Trust typing deadlines and any other administration duties.

All duties to be carried out in accordance with the Trust and Directorate policies and guidelines, this will involve:
Using G2 and other methodologies to track the amount of typing and flex all available resources to deliver the Trusts demand for a 48 hour turnaround of typing whenever possible.

Using clinic timetables and consultant job plans ensure that all OP clinics and operating sessions are monitored and using this knowledge ensure efficient and effective use of typing resources.

Work closely with other Medical Secretaries to ensure a seamless level of support to all consultants within your area of responsibility.

In the absence of the Co-ordinator represent the Directorate at meetings as requested.

Typing patient letters relating to clinic appointments, discharge summaries, tests etc from electronic, audio, longhand, or verbal dictation, to meet Trust standards.

Manage daily correspondence received for the consultants and their junior staff responding on their behalf where appropriate.

Distribute agendas, attend clinical services meetings to take, transcribe and distribute minutes.

Assist with any rotas and communicate with rota organiser regarding any changes.

Authority to commit or deny time with regard to Consultants diary in liaison with the Consultants.

Liaise with other departments ensuring that relevant appointments are booked e.g. x-ray examination outpatient appointments.

Maintain a diary, either manually/electronically, arrange NHS appointments, meetings and the booking of accommodation/refreshments/travel etc as appropriate.

Have regular telephone contact with patients, relatives and other healthcare professionals, internally and externally and occasionally face to face.

Occasionally handle aggressive/distressed telephone calls.

Occasionally convey sensitive information to patients regarding tests, treatments and guidelines in situations of distress, unhappiness, who may have difficulty with acceptance, in line with agreed guidance protocol.

Maintain and develop filing systems to facilitate the storage and retrieval of information as required. Ensure correspondence is filed appropriately and in a timely manner.

Take accurate messages related to enquiries

Use a variety of Trust databases to obtain patient information and results.

Prepare presentation material using PowerPoint and other Microsoft packages.

Locate and retrieve medical case notes across the site as and when required.

Process police reports, CICB reports in accordance with the Directorate guidelines and/or as instructed by the line manager.

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