Medical Secretary

Medical Secretary - 37.5hrs over a 5 day week - Haematology Outpatients Dept

An exciting opportunity has arisen within our Haematology Department for a Medical Secretary to join our Team.

Working directly with two Consultants and members of their team, you will have the opportunity to have a significant impact on our patients experience as well as providing our senior clinical team with comprehensive, confidential and high quality secretarial and administrative support.

If you have the skills and experience to undertake this exciting role we would love to hear from you.

To work as part of a clerical team to support a defined team of Clinicians.
- Provide a comprehensive, confidential secretarial and administration support service to the Consultants, medical staff, clinical teams and department (thereafter called Clinical Teams) on a day-to-day basis. This support should normally be provided during the core hours of 8am and 5pm. However, to ensure alignment with the Direct Clinical Care time of the Clinical Teams for who they support, flexibility from core hours may be required and will be determined locally depending upon the needs of the service.
- It is expected that cross-cover is provided within the Secretarial/Administrative Teams within the Directorate when required.

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

ROLE AND RESPONSIBILITIES

Provide a comprehensive clinical secretarial service to the Clinical Team to ensure them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.

Ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries, medico-legal reports, results, minutes etc are typed and dispatched promptly. This may involve reading reports over the telephone. The majority of correspondence will be audio typing.

Provide the focal point of communication for all medical, professional and allied medical staff, both within this Trust and with external organisations and patients, using judgement to facilitate a successful outcome of enquires

Deal with telephone and face-to-face enquires from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery

Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.

On receipt of test/investigation results, retrieve relevant patient documents and alert Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.

Oversee the patient pathway and ensuring that all necessary appointments, including outpatient clinics, waiting list etc are arranged on time, ensure clinics are utilised to capacity, diagnostics and tests are processed and requested and that patients receive timely treatment thus meeting Trust and National standards.

Use the relevant databases and patient information systems are up to date.

Co-ordinate Clinical Teams’ diaries to ensure effective time management.

Record and prepare draft minutes of meetings, specifying decisions made and follow-up actions required for subsequent approval by Clinical Teams.

Responsible for stationary stock control, including ordering to ensure adequate resources available for team when required.

Plan and organise a range of meetings and events, including venue, attendees and travel arrangements.

Attend meetings, as required (except clinical performance meetings) to ensure effective communication with all service users

Demonstration and supervision of workplace activities to other members of the secretarial team as required maintaining a high standard of service to the Clinical Teams.

Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisals.

Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.

Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole required.

Maximise the use of innovative IT systems

Provide general administrative services including photocopying, filing, faxing and other office routines;
Ensure all correspondence and documentation is filed promptly and cross reference whenever necessary.

Receive and sort daily post, date stamp and distribute as