Cardiothoracic Medical Secretary

2 weeks ago

StokeonTrent, United Kingdom University Hospitals of North Midlands NHS Trust Full time

An exciting opportunity has arisen for an experienced medical secretary to join our team as Cardiothoracic Medical Secretary within the Heart Centre.

You will work alongside the Consultant and Management team to provide comprehensive and efficient secretarial support as well as working with the existing secretarial/administrative team and our Clinicians.

You will need to be a highly motivated, flexible and a team player with excellent organisational and communication skills. The ability to work under pressure and effectively prioritise your own workload is essential. We are looking for an experienced secretary with high standards and an eye for detail. You must have the ability to multi-task and work in a busy, ever changing environment.

Position is a full time (37.5 hours) Monday to Friday

The post holder is required to provide comprehensive secretarial, outpatient waiting list management and administrative support to medical and nursing staff within a specialty team. The post holder will assist medical and nursing colleagues in the organisation of the specialty team workload, communicating appointments and relating information to patients/carers. The post holder will be responsible for the supervision of all appointments as well as ensuring compliance with the Patient Access Policy and Divisional requirements in terms of National Targets and RTT.

University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. We serve around three million people and we’re highly regarded for our facilities, teaching and research. The Trust has around 1,450 inpatient beds across two sites in Stoke-on-Trent and Stafford. Our 11,000 strong workforce provide emergency treatment, planned operations and medical care from Royal Stoke University Hospital and County Hospital in Stafford.

We are the specialist centre for major trauma for the North Midlands and North Wales. We have put together a wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their potential. Our goal is to be a world-class centre of achievement, where patients receive the highest standards of care and the best people come to learn, work and research.

Key Areas/Tasks
- Provide comprehensive secretarial support to medical and nursing staff. Including accurate typing of clinical correspondence.
- The job will involve job prioritisation of work, booking outpatient appointments via e-referral/C&B, answering all telephone queries, typing and liaising with GP Practices.
- To co-ordinate the day to day workload of the secretarial team within the department, addressing issues when they arise.
- To liaise with secretarial team in terms of day to day issues, eg annual leave requirements and also keeping accurate records.
- To organise and conduct appraisals within the department.
- To develop and maintain a team working philosophy amongst the department team.
- Planning and organisation of own time.
- Effective managment of outpatient waiting lists, including compliance with the Patient Access Policy to ensure that waiting time standards are achieved, taking into account clinical priority.
- Responsibility for timely resolution of verbal complaints, as well as involvement in the formal complaint process in line with the Trust’s Policy and Procedure for the Handling of Complaints.
- Responsibility for handling telephone and other communications with sensitivity and confidentiality using personal judgement and acquired knowledge to assess each situation and to deal with accordingly.
- To ensure systems are in place to deliver a high standard of communication to build and maintain good working relationships.
- Monitoring and management of incomplete pathways.
- Liaise with Consultants and schedule appointments. To arrange, cancel or alter clinical commitments to contribute to the smooth running of the department.
- To enter data into and extract data from Medway as required.
- To organise and arrange the copying and collation of materials.
- To locate correspondence to send to clinic daily
- To understand and comply with all Department and Trust Procedures and Policies.
- To undertake any further duties as required by the Division.

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