Medical Secretary

Medical Secretary role available in the Haematology Oncology department, to help support the Medical PA's and the clinical team. The post holder will be responsible for the provision of an efficient secretarial service to a Consultant team within the Clinical Unit. He/she will liaise with all colleagues within the multidisciplinary team, and with internal departments and external agencies to ensure the continuity of patient treatment.

The role of the Medical Secretary is key to the efficient management of the consultant firm. Patient access to healthcare professionals and subsequent treatment planning in the specialist hospital setting relies upon well-co-ordinated organisational and administrative support. The role of the Medical Secretary has been introduced at the Trust to strengthen the secretarial service, and this job description outlines the responsibilities that the post is likely to encompass. However, a number of the posts differ in their emphasis depending upon the size of the consultant’s clinical practice and administrative team.

The Royal Marsden NHS Foundation Trust is a world-leading cancer centre. Our role is to offer our patients the best cancer care available anywhere in the world, and to continue to make a global contribution to finding better ways of diagnosing and treating cancer. We employ over 4,500 staff in a diverse range of careers including nursing, medical, science, radiography, pharmacy, occupational therapy, finance and administrative services. We have two hospitals - one in Chelsea, London, and one in Sutton, Surrey - as well as a Medical Daycare Unit in Kingston Hospital

At The Royal Marsden, we deal with cancer every day, so we understand how valuable life is. When people entrust their lives to us, they have the right to demand the very best. That's why the pursuit of excellence lies at the heart of everything we do.

At the heart of the hospital is our dedicated team. We offer a stimulating and dynamic working environment, a wide range of staff benefits and learning and development opportunities. We are looking for employees who aspire to excellence, share our values and can play a crucial role in our on-going achievements.

SECRETARIAL

To act as the first point of contact for users of the service, and to proactively deal with telephone enquiries from patients, their carers, GPs and colleagues in other hospitals in a professional manner.

To type and distribute clinical and general correspondence in line with Trust standards.

To process new patient referrals within Trust and nationally agreed time frames, enabling compliance with quality standards for the diagnosis and treatment of cancer.

To open and action his / her own electronic and paper mail on a daily basis, and also that of the consultant team where required.

To input and maintain patient diagnoses and current clinical unit data on the Hospital Information System, and other patient-related information as required.

To keep a record of the movement of medical records passing through the secretarial office, and to maintain the notes (e.g. filing of correspondence and results) to enable continuity of care.

Where required, to deal with private patients and overseas visitors in accordance with the working methods of the relevant consultant(s) and in line with Trust systems and policies.

To assist with arrangements for patient admissions, liaising as necessary with the medical team, diagnostic departments, admissions office, transport desk etc.

To liaise as necessary with the Senior Sister and clerical supervisors within Out Patients to ensure effective clinic management (for example, cancelling, reducing and overbooking of clinic lists).

ADMINISTRATIVE

To have responsibility for the input and maintenance of good quality data.

To maintain a bring-forward system.

To undertake general office duties as required, including photocopying, faxing, filing and date stamping of correspondence.

To ensure that stationery and office equipment is used efficiently, and that any needs are brought to the attention of the appropriate personnel.

To attend secretarial team meetings, and to bring serious issues to the attention of management.

INDIVIDUAL & LINE MANAGEMENT (where applicable)

To provide reciprocal cover in the absence of other medical secretaries and to act up for Medical P.A.’s within the team as requested.

To participate in training courses as required by Health & Safety Regulations and Trust Policy.

To participate in any training and personal development as identified via the appraisal process.

To demonstrate a commitment to the delivery of a high quality service to patients and other service users, and to assist in diffusing informal patient complaints.

To perform any other ad hoc duties appropriate to the post that may be required.