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Medical Secretary

4 months ago

London, United Kingdom Lewisham and Greenwich NHS Trust Full time

We have an exciting opportunity in the Oncology Services, Division of Allied Clinical Services at University Hospital Lewisham. We are looking to recruit a Medical Secretary to join the team, providing full secretarial support to oncology consultants and other members of the team.

The post holder will be based at Lewisham Site. First point of contact on behalf of the consultant and the Trust and to deal effectively and courteously with all enquirers from GPs, parents/carers, other departments within the Trust and external bodies.

To act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed time frames.

To produce correspondence and reports using the audio transcription technology.

To type urgent clinical letters, including those of a sometimes distressing or emotional nature from audiotape or direct dictation as agreed.

To use the appropriate IT system for checking patient information and appointments.

To ensure any changes/cancellation to clinics are carried out using iCare are and all relevant parties are advised of any changes.

To support the role in dealing with all aspects of Oncology administration, i.e. booking, and rescheduling of outpatient appointments on the Trust PAS system.

To ensure all government guidelines with regards to the NHS Cancer Waiting Times and are always adhered to.

To highlight to service management teams potential breaches when rescheduling Cancer patient appointments.

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development

Widening access (anchor institution) and employability

Improving the experience of staff with disability

Improving the EDI literacy and confidence of trust staff through training and development

Making equalities mainstream

Job Purpose

To provide a full secretarial and clinical support with the Medical Oncology Service to consultants and members of their teams in respect to their general medical duties, diary management and specialist work. The post is a vital link between the patient, the Consultant, the wider Trust and other people involved in the provision of health care. To act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes.

Key Result Areas & performance

1. Key Responsibilities
- To act as a central point of information and communication for the clinical team.
- To act as first point of contact on behalf of the consultant and the Trust and deal effectively and courteously with all enquiries from GPs, parents/carers, other departments within the Trust and external bodies.

2. Key Tasks
- To produce correspondence and reports using audio transcription technology.
- To type urgent clinical letters, including those of a sometimes distressing or emotional nature from audiotape or direct dictation as agreed.
- To organise and support meetings on behalf of the Consultant and the Consultant’s team, taking and distributing minutes as required.
- To deal with all telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful and prompt manner and respecting patient confidentiality always.
- To prioritise and process incoming correspondence and ensure that it is dealt with promptly by the appropriate member of staff.
- To ensure that external investigation reports are brought to the attention of the appropriate medical team and signed off by the appropriate member of staff. Arrange for the request and/or safe onward transmissions of patient investigation reports to other sites where necessary.
- To maintain filing systems that facilitates the effective running of the department.
- To open, date stamp and distribute post according to local standing operating procedure. Maintain up to date filing of external reports and correspondence in patient medical records. To use the appropriate IT system for checking patient information and appointments.
- To manage patient records appropriately, ensuring an up-to-date record is maintained of all case notes returned from the wards and clinics, that patient medical records are available for clinic and appointments are dispatched to other departments as necessary.
- To maintain and update the diaries of the members of the clinical team as required, and to co-ordinate meetings, teaching sessions/venues as required.
- To co-ordinate and process work of a medico-legal nat