Medical Secretary

**JOB TITLE**: Medical Secretary

**SERVICE/SPECIALITY**: Paediatric Respiratory

**GRADE**: Band 4

**DIRECTORATE**: Childrens' Cardio Respiratory and Intensive Care

**RESPONSIBLE TO**: Assistant Service Manager

**ACCOUNTABLE TO**: Service Manager
1. Job Summary

The post holder will work with the clerical and clinical team to ensure the delivery of a seamless service for patients referred to the department for their care.

Key duties include providing an efficient, high quality specialised secretarial support service to one or more clinicians and clinical teams, maintaining information on the clinical system, processing patient referrals and results, dealing directly with enquiries in person and on the telephone from patients and GP’s, liaising with other directorates, and general administrative and secretarial duties.

The post holder will be responsible for the day-to-day management of a team of associate medical secretaries and will support the assistant service manager.
1. Key Relationships

The post holder will have regular contact with a wide range of clinical and managerial staff, administrative and clerical support staff at many levels and patients, relatives and external agencies.
1.

**Responsibilities**:
The duties and responsibilities listed below are representative of the Medical Secretary role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service.

The Royal Brompton Hospital is the largest postgraduate specialist heart and lung centre in the United Kingdom. A fundamental strength of the hospital is close collaboration between the various clinical specialities which cover all aspects of heart and lung disease and collaboration on basic science research with the National Heart and Lung Institute (NHLI).

Our paediatric respiratory unit is one of the largest paediatric Cystic Fibrosis (CF) centres in the UK and one of four national centres for the management of primary ciliary dyskinesia. It is particularly renowned for assessment of difficult asthma, bronchoscopy training and empyema management.

We have an active sleep unit with a large cohort of children (c.150) on non-invasive ventilation at home. A subgroup of these have neuromuscular weakness and the department works closely with the adult sleep and Non-Invasive Ventilation (NIV) service as well as with the London-wide NIV team which is based here, at the Royal Brompton Hospital.

**Organisational Values**:
Our values help us to define and develop our culture, what we do and how we do it. It is important that you understand and reflect these values throughout your employment with the Trust.

**The post holder will**:
a. Put patients first
b. Take pride in what they do
c. Respect others
d. Strive to be the best
e. Act with integrity

Secretarial/PA responsibilities
- Work as a team leader, providing a comprehensive secretarial/administration service to clinicians/specialist nurses in respect to their general medical duties and specialist work.
- Type all clinical letters, which may include those of a distressing or emotional nature, as well as discharge summaries or other relevant correspondence and documents are required.
- Take audio dictation following outpatient clinics and produce letters/reports in accordance to national and local timescales.
- Prioritise incoming correspondence, ensuring that it is promptly dealt with by the appropriate member of staff.
- Prepare acknowledgement letters and draft responses as required.
- Ensure patient documents and medical health records are filed regularly and accurately and are available for all clinical episodes.
- Maintain and update diaries of medical staff and arrange meetings and venues when appropriate.
- Arrange and plan meetings and conferences, and take, transcribe and distribute accurate notes as required.
- Plan and co-ordinate specific functions and diary events involving liaison with individuals and organisations, both internal and external to the Trust.
- Prepare and edit presentations, articles and other material as required.
- Maintain and utilise department and Trust information systems and databases and ensure the accuracy of information held on clinical systems.
- Use Trust administration systems to access patient information and clinical data.
- Receive and collate reports of investigations such as blood tests, x-rays and further medical opinions and ensure that all necessary reports are assembled before the next clinical appointment of patient.
- Check stocks of stationery in the department and order supplies as necessary.
- Provide support for projects as required.
- Act independently, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed timeframes.
- Regularly review the service provided to patients to ensure that it is both