Medical Secretary

4 weeks ago

Wigan, Wigan, United Kingdom Transformation Unit Full time
Job Title: Medical Secretary

We are seeking a highly organized and detail-oriented Medical Secretary to join our team at the Transformation Unit. As a Medical Secretary, you will provide administrative support to our consultants and medical staff, ensuring the smooth operation of our medical secretarial team.

Key Responsibilities:
  • Provide a complete PA service, including word processing, filing, audio typing, and photocopying.
  • Distribute and prioritize incoming mail, using judgment and experience to decide which documents are to be passed directly to other areas for action and information.
  • Undertake administrative work at the request of the consultant or their team.
  • Attend outpatient clinics and ward rounds as necessary and where appropriate.
  • Provide the first point of contact for written and telephone enquiries, some of which may be sensitive, on behalf of the Consultant and their team.
  • When notified of Consultant's leave, ensure appropriate action is taken with regard to cancelling/reducing clinics and re-evaluating/rescheduling appointments in Consultant's diary where appropriate.
  • The production and distribution of patient/procedure lists, e.g. admissions, arranging and co-ordinating Domiciliary visits and assessments, theatre, outpatient procedures within the required timescales.
  • Maintain close working relationships between Consultant and patient where appropriate.
  • Organize and coordinate multidisciplinary team meetings, arrange venue and take minutes where appropriate.
  • Ensure timely responses to Medico-legal reports/Insurance reports.
  • Introduce and implement new practices to enhance service development, i.e. developing protocols and procedures for improved patient services.
  • Supervise new PA's/secretaries/support staff and work experience students ensuring an effective office system is maintained.
  • Compile and distribute medical staff rotas and liaise with medical staffing about annual leave/sick leave arrangements where applicable.
  • Ensure all results of investigations are brought to the attention of the medical staff to be signed and use own judgment and experience to highlight any that may need urgent action.
  • Maintain a diary of appointments and information relevant to medical staff.
  • Ensure accurate and up-to-date information for the Trust's waiting list requirements.
  • Ensure adequate supply of stationery and equipment.
  • Develop office, PA and secretarial practices to continually improve service delivery.
  • Assist colleagues in providing cross cover for the work of absent PA's, including across sites, when necessary.
  • Preparation of induction packs for Junior Doctors.
  • Administration of duties in relation to new policies i.e. 18 week pathway inter provider transfer documentation, choose and book administration and patient choice bookings.
  • Migrate to digital dictation systems and re-organisation of workload to meet performance standards.
Requirements:
  • AMSPAR Diploma or equivalent experience of providing a PA/secretarial service.
  • Diary Management.
  • Answering telephone enquiries.
  • Minute taking.
  • Microsoft Word, Excel and Outlook on a regular basis.
  • Experience of monitoring quality of transcriptions.
Skills:
  • Demonstrate working as a team member.
  • Ability to communicate in a clear and concise manner.
  • Able to work within tight time frames and to deadlines.
  • Able to use tact and empathy when handling patient calls.
Knowledge:
  • Medical terminology in at least one specialty.
  • Understanding of 18 weeks, CAB and how role fits with these initiatives.
  • Information Governance and Data Protection.
Additional Information:
  • Able to work on other trust sites as required.
  • Demonstrates a willingness to change as the role evolves.
  • Willing to meet the performance criteria set out in the job description and undertake personal and professional development.
  • Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.

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