Gastroenterology Medical Secretary

6 months ago

Gateshead, United Kingdom Gateshead Health NHS Foundation Trust Full time

GATESHEADHEALTH NHS FOUNDATION TRUST

S I T U A T I O N S V A C A N T

“Working Towards Equal Opportunities”

Division of Medical Services

Senior Medical Secretary - Gastroenterology

Administrative and Clerical Band 4 (20 hrs)

Applications are invited from hard working and motivated individuals to provide a high quality medical secretarial and administrative service working as part of the medical secretarial team within the Gastroenterology Department. You will be based at the Queen Elizabeth Hospital Gateshead.

You should have previous medical secretarial experience, preferably within an acute medical setting and have knowledge of a full range of secretarial procedures, a working knowledge of a variety of software programmes and RSA/OCR Level 3 typing/audio/word processing or equivalent level of experience. You need to have a good understanding of medical terms.

Excellent written and verbal communication skills are essential together with excellent organisational and planning skills. You should be proficient in the use of Windows, Microsoft Word. A working knowledge of Careflow is also desirable.

The post holder will be expected to manage their own workload and will be required to use a significant amount of initiative and discretion in the discharge of all duties, handling queries/enquiries efficiently and professionally.

Duties will include typing clinical letters for the team using digital dictation (Winscribe), booking and sending out appointment letters, handling case notes, requesting orphan data filing, managing waiting lists and co-ordinating admission dates. Accessing and entering data into a number of different computer systems is also a key part of the role such as Careflow, ICE, Filefast and Bluespier.

Informal enquiries welcomed by Alison Conaghan Tel (0191) 445 3826 or Angela Corbett (0191) 445 2249.

Gateshead Health NHS Foundation Trust operates a “No-Smoking Policy”

Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.

Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.

We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.

Our values should be the ‘golden thread’ which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronym ICORE; Innovation, Care, Openness, Respect, Engagement.

We have a number of staff networks including the BAME network, D-Ability network, LGBTQ+ Network and the Women’s Network, to challenge us and help us to constantly improve. Our armed forces network is one of our emerging networks.
- Overall responsibility for providing an efficient administrative support service to clinicians to meet internal and external standards/performance indicators.
- Line Management responsibility for staff in department/group or departmental process e.g. sickness absence (return to work interviews), appraisal, recruitment & selection, annual leave cover, Standing Operating Procedures, technological changes and MDT management/Virtual clinics.
- Provides support to identified clinicians: managing diaries; support with software systems, organising meetings, rotas, leave & associated cover, teaching, training, performance and induction activities.
- Investigate and collate information for DATIX incidents/complaints as required by clinicians or service management.
- Oversee patient pathway (RTT, Diagnostics and Cancer) progress for nominated clinicians; calculating referral to treatment dates, monitoring progress and following up activity (e.g. investigations), liaising with Waiting List team as required, arranging inter provider referral & transfer of information and investigating potential breaches identified by the Waiting List Manager.
- Oversee the smooth running of nominated clinics; managing and maximising capacity, cancellations & rescheduling, arranging additional clinics and urgent patient appointments (< 1 week) within patient pathway requirements and Service Level Agreements.
- Main point of contact for patient and third parties (e.g. other clinicians, GP, police, social care, legal) to resolve queries, respond to requests for information or notify third party of information as required by clinicians.
- Provide information to assist performance reporting and resolution of queries or complaints (e.g. DATIX) as required.
- To provide a service for the transcription and typing of communications, reports and correspondence in line with trust contracted timescales across the relevant service line through appropriate prioritisation delegation and supervision.
- To monitor expenditure for a delegated budget from the relevant Administration Manager e.g. station

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