Medical Secretary

15 hours ago

London, United Kingdom Guy's and St Thomas' NHS Foundation Trust Full time

**JOB TITLE**: Medical Secretary

**SERVICE/SPECIALITY**: Inherited Cardiac Conditions

**GRADE**: Band 4

**DIRECTORATE**: Cardiology

**RESPONSIBLE TO**: Inherited Cardiac Conditions Administration Manager

**ACCOUNTABLE TO**: Service Manager
1. Job Summary

The post holder will work with the clerical and clinical team to ensure the delivery of a seamless service for patients referred to the department for their care.

Key duties include providing an efficient, high quality specialised secretarial support service to one or more clinicians and clinical teams, maintaining information on the clinical system, processing patient referrals and results, dealing directly with enquiries in person and on the telephone from patients and GP’s, liaising with other directorates, and general administrative and secretarial duties.
1. Key Relationships

The post holder will have regular contact with a wide range of clinical and managerial staff, administrative and clerical support staff at many levels and patients, relatives and external agencies.
1.

**Responsibilities**:
The duties and responsibilities listed below are representative of the Medical Secretary role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service.

The Inherited Cardiac Conditions Service is a highly specialised service offering world leading care for patients in the screening and management of cardiomyopathy conditions based at Royal Brompton & Harefield Hospitals. We are a multidisciplinary team (a team made up of a range of different healthcare professionals) including consultants, geneticists, and specialist nurses.

The service has witnessed and continues to have phenomenal growth since its inception and accepts referrals from across the country and is proud to offer truly inspirational expertise, care, and knowledge to our network of patients.

**Organisational Values**:
Ourvalueshelp us to define and develop our culture,what we doandhow we do it. It is important that you understand and reflect these values throughout your employment with the Trust.

**The post holder will**:
1. Put patients first
2. Take pride in what they do
3. Respect others
4. Strive to be the best
5. Act with integrity

Ourvalues and behaviours frameworkdescribes what it means for every one of us in the Trust to put our values into action. The framework can be found on our Trust careers pages and GTIntranet.

Secretarial/PA responsibilities
- Work providing a comprehensive secretarial/administration service to clinicians/specialist nurses in respect to their general medical duties and specialist work.
- Type all clinical letters, which may include those of a distressing or emotional nature, as well as discharge summaries or other relevant correspondence and documents are required.
- Take audio dictation following outpatient clinics and produce letters/reports in accordance to national and local timescales.
- Prioritise incoming correspondence, ensuring that it is promptly dealt with by the appropriate member of staff.
- Prepare acknowledgement letters and draft responses as required.
- Ensure patient documents and medical health records are filed regularly and accurately and are available for all clinical episodes.
- Maintain and update diaries of medical staff and arrange meetings and venues when appropriate.
- Arrange and plan meetings and conferences, and take, transcribe and distribute accurate notes as required.
- Plan and co-ordinate specific functions and diary events involving liaison with individuals and organisations, both internal and external to the Trust.
- Prepare and edit presentations, articles and other material as required.
- Maintain and utilise department and Trust information systems and databases and ensure the accuracy of information held on clinical systems.
- Use Trust administration systems to access patient information and clinical data.
- Receive and collate reports of investigations such as blood tests, x-rays and further medical opinions and ensure that all necessary reports are assembled before the next clinical appointment of patient.
- Check stocks of stationery in the department and order supplies as necessary.
- Provide support for projects as required.
- Act independently, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed timeframes.
- Regularly review the service provided to patients to ensure that it is both appropriate and of the highest quality and to actively take part in initiatives designed to improve the service provided alongside the Service Manager.
- Undertake any other duties commensurate to the grade required to ensure the smooth and efficient running of the office.

Communication
- Manage and answer all telephone calls related to the service in a courteous and tactful manner

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