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Medical Secretary

4 months ago

Carlisle, United Kingdom Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Full time

This is an exciting opportunity to join the Inpatient Services Team. The service aims to provide a high quality patient focussed service.

This role will be crucial to the efficient day to day delivery of the service.

We are looking for a competent and professional Medical Secretary to be based at the Carleton Clinic primarily working on Hadrian, whilst also providing cover across the other wards. You will work within an administration team to support the multi disciplinary Clinical team and Administration Manager.

The post holder will be required to attend meetings both face to face and on TEAMS and take minutes.
The post holder will provide guidance and supervision to the admin team, support with training and provide cover when needed.

The post holder will be required to co-ordinate administrative support services ensuring all systems and processes operate efficiently and accurately through a process of continuous improvement.

**The following core skills are required for the post**:

- Support to the Clinical services and wider Clinical Management team
- Excellent diary management skills
- Demonstrate excellent organisational skills and experience
- Confident and competent in administration tasks including experience of minute taking and audio typing skills
- Experience working with software packages including Microsoft Word, Excel, Outlook, and Patient Information Systems (e.g. RiO)

The main duties are to provide a high quality secretarial service to our Doctors and clinicians. This will include setting up clinics, typing up reports and letters, using digital dictation, sending out appointments, keeping patient details up to date using the RIO system. There is a requirement to monitor consultant caseloads, take minutes, set up meetings and support the clinical team with the administration of the discharge process.

This is a senior role within the administration team and the postholder would be required to assist the Administration Manager with the day to day management of workflow within the service, to support and train administrative colleagues as required.

We aim to attract and retain a diverse, talented and committed workforce, who are caring and compassionate, and therefore able to meet the demands of the modern NHS now and in the future. In return we can offer a dynamic working environment in which to build a career.

Organises own workload without supervision on a daily basis, able to work under pressure, meet deadlines and be self-motivated

Co-ordinates the discharge process on behalf of the Clinical Team, highlighting urgent deadlines promptly, handling enquiries and producing reports from IT systems when requested

Organises documentation and types correspondence relating to patient appointments, reviews, meetings, Care Plans, CPA, Mental Health Act,

Safeguarding, etc., in liaison with appropriate professionals (as relevant to patient group), working in a timely manner to ensure efficiency

Schedules meetings and other appointments using own initiative and ensures accurate and appropriate information is available as required and relevant correspondence is prepared

Work with the administration team to ensure follow-up arrangements are made for patients, as advised by clinician.

Arranges medical investigations on behalf of clinicians as directed and ensures results are presented promptly to medical staff and filed appropriately in case notes

Organises diaries, expedites appointments, meetings, etc., to ensure the smooth running of the service and to accommodate urgent problems.

Develops and maintains office systems and procedures, providing continuity and uniformity in methods, to ensure information is accurate and easily accessible, and to provide a smooth-running service.

Helps to organise parts of projects and events as required.

Develops and maintains an effective filing system, both computerised and manual, including using computerised tracking systems for patient records.

Able to work as part of a wider admin team and cross cover for colleagues as required.

Please find attached job description for full details.

**Advertising date**: 14thMarch 2023

**Closing date**: 28thMarch 2023