Medical Secretary Manager

Responsibility for People Management Provide the line management responsibilities of junior staff where appropriate, including performance management, absence management and appraisal Lead on recruitment and selection of administrative staff and support other managers with recruitment processes Develop workforce by providing induction, in-post training, and updates for relevant staff 5.2 Responsibility for financial and/or physical resources To authorise orders and payments in accordance with business processes To maintain and monitor stock levels Provide support for purchasing within own department and where required, others Recording of consultant travel expenses 5.3 Responsibility for administration To ensure an effective contact service for the public/clients that is efficient and professional, which will include managing staff resources to ensure effective cover Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented Be responsible for all of the Consultants incoming mail and e-mails, whilst using discretion to deal appropriately with any mail that does not require the Consultants perusal. To provide an efficient audio (rarely used now)/copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, etc. in an accurate and quality manner.

Take responsibility for ensuring that internal and external communication systems are fit for purpose Record and monitor the Consultants attendance/absence in own diary. Apply to the appropriate parties for approval of leave and obtain Consultant cover. Arrange changes to the Consultant Duty Rota as necessary and again notify all parties of such changes. Provide secretarial support for the Junior Doctors working with the Consultants following outpatients clinics Recording of large amounts of information relating to staff contact with patients onto Livewell Southwest database (SystmOne) on a daily basis.

Generating reports and scans from these lists Provide an efficient and accurate secretarial service to the Consultant and to ensure the Consultants diary of appointments is updated and confirmed with him/her on a daily basis, use discretion to make changes and communicating the changes whenever necessary. Ensure that all complaints, compliments, concerns, comments, and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately To retrieve medical records and assist the completion of medical/insurance records. Respond to telephone, email, and written queries on behalf of the service area including call handling where appropriate Manage appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available To produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary Analyse data to enable managers to monitor budgets and performance in relation to business support function Collate information; prepare reports and presentations pertaining to the service area at the request of the service manager To provide cover for members of the secretarial team during periods of sickness and annual leave. Produce information for service area users with support of service managers Ensure that the corporate support function complies with all Livewell policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding Be proactive and contribute ideas for improvement in the way the service is delivered Able to work on own initiative, prioritising work within defined policies and procedures to set timescales Manage specific projects as requested by the service manager and provide updates on progress Co-ordinate Health and Safety within the service area, reporting faults and ensuring that work is undertaken Ensure that fire safety policies are adhered to within the service area Organise data collection to support research and development Responsibility for people who use our services Contact with service users/patients needing support with their clinics or contacting the relevant consultant Aim to meet the needs of our patients and partners in care Use initiative to enhance care in innovative and imaginative ways Respect individual cultural differences; challenge bias & prejudice Provide a high quality and safe service for patients Maintain privacy and ensure confidential information is kept safe Question poor practice, process & behaviour Manage clinic letters, clinic arrangements and provide support to consultants and take lead on referral management for services offered.

5.5 Responsibility for implementation of policy and/or service developments The post holder will be expected to look for continuous improvement in the Medical Secretary team service to already existing procedures as well as looking to implement new Develop specific procedures to ensure smooth day to day operations and improve the service delivery. 5.6 Other Responsibilities The post holder is responsible for updating the daily reporting of the services to the relevant senior management and consultants. The post holder will need to ensure that all requests are followed through, and outcomes are recorded on the relevant forms or systems Ensuring that the relevant teams have all the right information at the right time and that they have the right tools to complete the required task, this may involve researching and providing the evidence to support the need