Medical Secretary

3 months ago

Sheffield, United Kingdom Sheffield Children's NHS Foundation Trust Full time

Are you looking for an administrative opportunity to support our frontline healthcare professionals deliver outstanding patient care to the children and young people at Sheffield Children’s NHS Foundation Trust?

We are looking for a Medical Secretary to work as part of the General Paediatrics Administration Team at Sheffield Children's Hospital. You will work within a team of Medical Secretaries and Secretarial Assistants providing a range of secretarial administrative services to the clinical team.

You will be required to provide a comprehensive secretarial service for a clinical team in the department in accordance with Trust policies and procedures.

You should possess excellent verbal and written communication skills in addition to a clear understanding of patient confidentiality. You must possess a good working knowledge of IT packages and the ability to work across a mixed skill team.

The role provides a link between the Trust, the patient and their GP for patients/carers and other healthcare professionals. You will provide a comprehensive, efficient and responsive administration service to the medical staff and their teams.

Sheffield Children’s is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.

We have three overarching aims that set the direction for the Trust in our vision “to create a healthier future for children and young people.”
- Outstanding patient care
- Brilliant place to work
- Leader in children’s health

Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.

We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.

Main responsibilities
- To ensure post addressed to the consultant / clinical team is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail.
- Ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and service specific key performance indicators.
- Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GP’s, other consultants and external bodies, referring enquiries to the consultants/clinical teams where necessary. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate.
- Arrange investigations and follow up work and ensure that all results are presented to medical staff and subsequently filed into the patients’ medical record.
- Accurately record all paper/computerised patient records, updating and amending information in a timely manner and within standard operating procedures.
- Undertake routine or ad hoc data validation as required.
- Undertake typing of medical correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work.
- Process and action any “direct instructions” including checking appointments/review lists/investigations/diagnostic tests/interpreters have been booked as required.
- Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This will involve entering statistical data onto databases.
- To be responsible for ensuring copies of correspondence are stored in the patients record in accordance with standard operating procedures.
- To attend meetings and committees to provide secretarial support by taking meetings and arranging meetings as and when required. This could include support to Consultants with research articles, preparation of teaching materials, etc.
- To be responsible for the preparation of discharge summaries in a timely manner in accordance with the locally agreed standards.

Information and PAS
- Book reviews on to RMTL or TAU in a timely manner ensuring interpreters have been booked as required.
- Understand the 18- week RTT process and knowledge of the Trust’s Patient access policy and adhere to these guidelines.
- Accurately informing patients / clinicians of outcomes and information to influence the effective service delivery for all patients.

General
- To carry out general administration duties and provide clerical assistance as required.
- To support the induction and training of new staff within the secretarial service.
- To allocate work

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