Medical Secretary

6 months ago


Plymouth, United Kingdom University Hospitals Plymouth NHS Trust Full time

The Microbiology department within the Pathology Service Line is looking for a Band 4 Medical Secretary to join the administration and clerical team to commence as soon as possible.

You will have excellent organisational, secretarial and communication skills.

Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification

To provide a comprehensive administrative service to a number of Consultants and/or group of medical/managerial staff in an efficient and timely manner.

Provide and deliver a high standard of full secretarial service to the Consultant and/or group of medical/managerial staff using a varied range of work procedures.

**Your main responsibilities will be**:

- Overall responsibility for consultant assigned to them, including but not limited to, the full secretarial and administrative service to the consultant and their medical team.
- Working closely with Consultants, and other clinical/managerial colleagues.

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY.

Typing & Filing
- Be responsible for dealing with all correspondence by keeping a satisfactory record/filing system and ensure all clinic typing is held on the shared drive appropriately named and in the correct folder.
- Ensure timely typing and despatch of outpatient letters to GP’s and outcomes in accordance with Trust policy.
- Undertake routine office duties including note tracing, photocopying, scanning, filing of correspondence and results and maintenance of records as required.
- Ensure all hospital case notes are traced into and out of the department accurately on IPM.

Secretarial Management
- Provide a secretarial and administrative service to the consultant(s) and their medical team (as appropriate).
- Prioritise own workload including the typing of clinics, discharge summaries, medical reports and ward rounds.
- Ensure accurate messages are taken for consultant(s) team and delivered in a timely manner.
- Obtain/forward case notes to/from clinics and other departments as and when required.
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
- As required, support the maintenance of up to date diaries for the Consultants/team. Inform relevant staff of cancelled outpatient sessions due to Consultant leave, junior doctors leave, on-call commitments, CME, audit and Service Line meetings etc within the correct timescales.
- Provide support in respect of consultants clinical audit responsibilities.
- Book rooms for meetings when required in particular for teaching commitments and co-ordination of educational supervisor meetings with trainees
- Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner
- Ensure that all results, reports and letters are actioned in accordance with Trust Policy and filed accurately in medical notes.

Working with others
- Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
- Ensure effective communication with all members of the team.
- Required to cover for other colleagues during annual leave/sickness or peak workload periods. This will include pooled typing arrangements within the Service line. If home working is in place, you may be asked to work on Trust premises on more days than normally rostered if required for service need, which may be at short notice.
- Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.

Misc
- Responsible for ensuring sufficient stationery is available for your office use.
- To be aware of Health and Safety requirements and maintain a clean, tidy working environment within the office.
- The post holder will undertake any other duties commensurate with the role and grade for this post.

COMMUNICATIONS & WORKING RELATIONSHIPS
- Receive and deal with confidential and sensitive telephone enquiries from patients. Be able to handle patient complaints in a sensitive and appropriate manner.
- Liaise with various departments and professionals within the hospital and outside agencies (eg Social Services, Police) via


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