Pa / Medical Secretary

4 weeks ago

Manchester, United Kingdom The Christie Nhs Ft Full time

Job summary An exciting opportunity has arisen for a fixed term post for a PA/Medical Secretary to join the Proton Therapy Service.Proton Therapy is a national flagship service at the Christie, leading some of the most initiative and exciting clinical practice in radiation oncology.
Proton Therapy is a service that expects the very best from its staff and provides opportunities to help inform and develop a new service to the best possible standard.We are looking for enthusiastic, highly motivated, and dynamic people with experience of working within a fast-paced clinical environment.
A proven track record of success in a similar role is essential.
Main duties of the job As part of a small team, you will be responsible for the provision of a full medical secretarial and administrative support service for the clinical oncology consultants assigned to Proton Therapy.The post holder will undertake a range of specific duties and requires competence in word processing, keyboard skills, audio typing, communication, and organisational skills.Additional support activities will include preparation and distribution of agendas, minute taking, writing up minutes and following up actions for clinical team meetings, clinical committee meetings and Proton management meetings.The successful applicant will have experience of secretarial support in a health care setting and demonstrate excellent workload management skills.If you are up for a new and exciting challenge and not afraid to innovate, this may be the role for you.
About us The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year.
We are based in Manchester and serve a population of million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services.
We are also an international leader in research, with world first breakthroughs for over 100 years.We run one of the largest early clinical trial units in Europe with over 300 trials every year.
Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
Job description Job responsibilities Liaise with all consultants in your area of responsibility to provide a full secretarial service, including all administrative duties and dealing with mail, which includes placing it in order of priority and taking action on matters which can be dealt with without further reference.
To attend, minute and disseminate correspondence for several PBT committee and board meetings.
Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.
Appropriately & effectively monitor and disseminate End of Treatment documentation following completion of patients treatment.
Appropriately & effectively monitor and book follow up appointments for patients.
Organise and schedule meetings and maintain an up-to-date diary for appointments, meetings and interviews.
Effectively monitor clinic templates liaising with clinical team and appropriate administration staff to ensure clinic numbers are manageable.
Escalating to Admin and Service Managers when appropriate.
Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference.
Answer written and verbal enquiries from patients/relatives, referring enquiries to consultants only when necessary.
Deal with stressful phone calls which can be emotional / abusive and of a sensitive nature from relatives/patients.
Liaise with internal and external departments to arrange clinical investigations/procedures.
Liaise with patients involved in trials undertaken by the team, co-ordinating all necessary information between patients, hospital and organising bodies.
Ensure accurate input of patient details when entering data onto information databases and Patient Administration System (Medway) including routine use of the case note tracking system.
Receive new patient referrals and organise appointment/admissions and arrange treatment as required.
Co-ordinate annual leave within the group to ensure clinics are capped or cancelled as necessary in order that clinics are managed effectively, and clinical and nursing staff are allocated appropriately to other areas.
Contribute to the training of new members of staff within a given area as required.
Ensure electronic case notes are kept up to date and that all investigations and other material (outside notes and films) are available for clinic appointments/admissions.
Provide information required to support the investigation of litigation cases.
Provide statistical information to the Information Department as required.
Work with Clinicians, Managers and Administration staff to review working practices, identify new improved ways of working and find solutions to problems.
Work with Assistant Service Manager and Team Leaders to improve quality and range of services, with resources being managed according to agreed policies and priorities.
Ensure all relevant information is available for multi-disciplinary meetings for your team.
Co-ordinate casenotes and reports where necessary.
Any other duties as required, commensurate with this post and banding ADDITIONAL REQUIREMENTS Always follow risk management procedures including the identification, assessment and management of risk within the division.
To abide by all Trust Policies and Procedures.
To be responsible for own professional /personal development, including participating in ongoing appraisal and personal development planning.
This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder.
Other duties and flexibility may be required from time to time, which are commensurate with the grade of the post.
This job description is subject to regular review and appropriate modification.
Person Specification Qualifications Essential Attained a comprehensive Secondary education Desirable Evidence of further development Skills Essential Audio typing Copy typing Sound knowledge of medical terminology RSA stage II Word-processing Willing to attend training courses appropriate to role Desirable Microsoft Office (Excel, PowerPoint) RSA stage III AMSPAR Diploma (or equivalent) Minuting meetings Experience Essential Previous secretarial experience in a similar environment Desirable Previous secretarial experience in Oncology Special Aptitude Essential Excellent communication skills Typing - ability to produce accurate, well presented work Ability to work as part of a team Organisational abilities to work to tight deadlines Ability to use own initiative Ability to work under pressure Reliability Flexibility to work within the team where necessary

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