Medical Secretary/senior Medical Secretary

**Contact information**

For more information please contact Lauren Pashley, Team Leader on 01924 542663

**About the role**

We are looking for an experienced secretary to join the secretarial and administration team in Community Paediatrics. The post offers excellent opportunities for an enthusiastic and conscientious person to provide a comprehensive medical secretarial service to consultants and junior medical staff in an efficient and timely manner, assisting in the organisation of their workload and contributing to the overall success of the organisation.

**Main duties**

**Please refer to attached full job description and person specification.**

You will have excellent communication, interpersonal and organisational skills. It's important that you are flexible, able to act on your own initiative and work both independently and as part of a team. You must be able to work under pressure to tight deadlines and prioritise workloads as well as being positive and enthusiastic.

**Key requirements**

The post holder will work on their own initiative and make decisions based on experience and knowledge of own area, referring to their line manager as appropriate.

The role requires the individual to work as part of a multi-disciplinary team, to provide high quality individualised care to patients to achieve agreed KPI’s.

The post holder will be predominantly office based and undertake the following activities:
Receiving, recording, sorting and distributing any form of communication and take appropriate action including escalation where appropriate. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints.

Receive and make telephone calls to/from patients, relatives, GPs, wards and other NHS and non-NHS professionals/agencies, following through all enquiries in a friendly and professional manner.

Acting as a point of contact for patients, carers, relatives and other members of the multidisciplinary team.

Dealing professionally with sensitive and challenging communication.

Assist with booking, arranging and administering appointments and clinics as required by the service, e.g. urgent and routine referrals, elective admissions, and help to manage diagnostic lists.

Assist with clinic cancellation requests, validating against speciality rotas, notify patients when required

Management of medical records including tracking, tracing, filing and retrieving in line with Trust Policy.

Support the management of timely investigative reports/results and escalate to the relevant clinical team.

Participate in clinic reconciliation appropriate to the service.

Administration in relation to theatre and waiting lists as required by service.

Production/proof reading of clinical documentation (such as clinic letters) of a sensitive and confidential nature ensuring copy letters to other health care professionals / services are sent.

Interrogate case notes to identify relevant information and to ensure accuracy of correspondence.

Communicate complex and sensitive information to GPs and / or other health care professionals, in relation to patient’s conditions and prognosis.

Data collection, update, management and maintenance of databases relevant to service.

Where applicable, Administer, coordinate and organise diaries and arrange meetings / events, resolving conflicting appointments and schedules.

Collate documents and other preparatory items required for meetings pertinent to the service.

To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required. This could include support to Consultants in their special interests role(s), eg Clinical Tutor, Child Protection, etc.

Compliance with General Data Protection Regulations and patient confidentiality supporting processes for clinical governance and information governance.

Undertake any other relevant administrative tasks that may be required for the effective running of the service.

Utilise bespoke systems to determine outcomes/next steps and provide updates for service files and documenting appropriately e.g. via admin events

Prioritise and ensure clinical/non-clinical investigations are acted upon appropriately and timely, within standard operating procedures and meeting KPIs

Undertake routine or ad hoc data review as directed.

Preparation of documentation for MDT as required.

Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases.

The post will be a professional role model, have no direct reports but will work collaboratively to meet service demand. The post holder will provide support and training to less experienced staff. They will be required to demonstrate own a