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Medical Secretary

2 weeks ago

Sheffield, United Kingdom Sheffield Children's NHS Foundation Trust Full time

An existing opportunity has arisen to join the Cystic Fibrosis Team at Sheffield Children's NHS Foundation Trust.

You will be flexible and conscientious and have the ability to work on your own initiative, prioritising your work and meeting deadlines whilst maintaining high standards.

You will be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in their role. You will share the Trust values and be committed to equality, diversity and inclusion.

You will be required to provide a comprehensive secretarial service for a clinical team in the department in accordance with Trust policies and procedures.

You should possess excellent verbal and written communication skills in addition to a clear understanding of patient confidentiality. You must possess a good working knowledge of IT packages and the ability to work across a mixed skill team.

The role provides a link between the Trust, the patient and their GP for patients/carers and other healthcare professionals. You will provide a comprehensive, efficient and responsive administration service to the medical staff and their teams.

Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.

We have three overarching aims that set the direction of the Trust in our vision "to create a healthier future for children and young people".
- Outstanding patient care
- Brilliant place to work
- Leader in children's health

Out commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.

We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
- Type dictation from shorthand/audio/hand written notes, of clinical letters, discharge summaries, theatre notes, medical reports, rotas, references and general correspondence - including administration and, when required, minutes for committees / meetings attended by their Consultant.
- Arrange admissions in accordance with the teams instructions.
- Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the problems or referring to the appropriate person.
- Implement any relevant Trust and Directorate policies on behalf of the Consultant team.
- Provide effective first line communication both within the Trust and between the hospital, GPs, patients and all other relevant external organisations and agencies. Exercise independent judgement and initiative based on acquired experience and knowledge when problems arise by taking appropriate action to resolve the problems or referring to the appropriate person.
- Ensure that clinic letters and discharge summaries are typed and sent out in accordance with the locally agreed standards.
- Deliver and retrieve medical records as required, to and from specified points in the hospital.
- Ad hoc retrieval of medical records/x-rays/investigation results relating to patient / consultant enquiries.
- Liaise with all staff concerned with patient services, eg. medical, nursing, medical records, x-ray, theatre, anaesthetics and management, etc.
- Type research articles, lecture and teaching materials as necessary in order to support the teams responsibilities in relation to these aspects of their work within a teaching unit and also any non clinical activities.
- Arrange investigations, follow up and ensure that all results are presented to medical staff and subsequently filed into patient’s medical records.
- Undertake self supervision and effective self organisation in terms of:
Co-ordinating annual leave in co-operation with other secretaries and with the approval of management.
Establishing good levels of communication and liaison with other secretaries, medical and nursing staff and other departments and hospitals.
Liaising with other secretaries to ensure continuity of work by mutual assistance.
Liaising with manager regarding any flexible working time arrangements within the office.
- General office duties, including dealing with incoming and outgoing correspondence, filing and photocopying etc.
- Support the day to day organisation and management responsibilities of the Consultant/Firm’s Diary, arranging meetings, appointments, travel arrangements as required etc. Ensure any necessary documentation is collated and distributed in advance if required.
- Liaise directly with external bodies, i.e. University staff, pharmaceutical representatives, etc.
- When required, col