Senior Medical Secretary

To provide an exceptional secretarial and administrative service to a number of Consultant Urologists and/or their teams. You will be responsible for ensuring a high-quality secretarial service and co-ordinating the administrative support of clinical activity.

The post holder will need to have good computer and communication skills, as well as being a team player and have an ability to use their own initiative. We are a busy department so the ability to work under pressure is essential.

This will include monitoring outstanding results, liaising with the consultant and clinical teams, processing clinic and admin letters, forward look and cancellation of clinics, diary management, processing documentation and general administrative and clerical tasks.

You will also be responsible for the general supervision of the urology secretarial team, including directing workload, carrying out annual appraisal and monitoring annual leave. This will be under the direction/guidance of the line manager.

You will need to maintain and monitor processes and systems, being mindful of National waiting times such as the 18 week Referral to Treatment target and cancer wait times. Working as part of a secretarial team, you will provide support for each other and ensure continuity of service.

North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.

We commit to treating each patient as an individual with respect and dignity, aiming to deliver excellent clinical outcomes and a first-class experience for everyone who uses our services.

North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.

Workload
- To audio type/use the dictation system to produce letters for large clinics and administration dictation within a 5 working day turnaround - to include amendment, clinical sign-off and posting of clinics.
- To ensure the outcome of patient attendance has been recorded correctly on the electronic patient records (consolidation of clinics) i.e. listed for follow-up appointment in appropriate timescale, listed for a procedure, discharged etc.
- To maintain and manage waiting lists of patients awaiting follow-up and bring to the attention of your line manager those that are overdue.
- To ensure necessary tests have been requested from clinic, that these are regularly progressed, and that they are brought to the attention of the appropriate clinician.
- To administer incoming/outgoing post, including opening Consultant mail and bringing issues to the attention of the clinician as requested.
- To ensure accuracy of information recorded on local systems and sent to external partners.
- To provide excellent customer care skills, being the main point of contact, and providing a positive patient experience, dealing with telephone enquiries from patients and medical/nursing staff in relation to the clinical pathway.
- To deal with all queries competently and professionally taking action as appropriate in accordance with the Trust Data Protection Guidelines.
- To communicate with health care professionals both locally and externally i.e. GP’s, clinicians in the local community, in an articulate and confident manner.
- To manage the Consultant computerised and/or paper diary, keeping a robust account of clinician annual, professional or other leave, ensuring extended leave or insufficient notice of absence is brought to the attention of the line manager for clinical planning purposes.
- To ensure all the essential departments are informed of clinician leave in order that clinics and theatre lists are re-arranged or cancelled accordingly and anticipate problems with capacity.
- To organise occasional meetings, including the booking of rooms as necessary, for the clinicians and their teams as requested.
- To assist with general departmental tasks such as ordering stationery, co-ordinating Clinical Governance venues/refreshments or other designated tasks.
- To assist with the administration of outstanding patient appointment outcomes (uncashed appointments).
- To carry out general clerical duties such as filing, scanning and photocopying.
- To exercise judgement and initiative when dealing with enquiries or problem solving, seeking advice appropriately.
- Provide administrative support to clinical staff who may undertake specific NHS roles within the Trust e.g., specialty clinical lead, governance lead, where appropriate. Thi