Medical Secretary

The post-holder will support the provision of an efficient and comprehensive secretarial support service to the consultants, specialist nurses and other medical staff, prioritising work to ensure deadlines are met. To maintain a high standard secretarial service to meet the needs of the clinical team within the Directorate ensuring that accurate and up to date typing of clinic letters and correspondence is achieved through audio/digital dictation. The post-holder must observe and work within the Trust’s Confidentiality Policy at all times.

To provide an efficient and effective secretarial support service to the Consultant and team, which is receptive to the needs of the patient and responsive to Trust requirements.

To provide cover for the Senior Medical Secretary during periods of absence to meet the needs of and ensure continuity of service within the office.

At Harrogate and District NHS Foundation Trust we provide outstanding care to both our patients and our staff. We support staff through benefits, health and wellbeing initiatives and opportunities for personal and professional development.
- An inclusive and supportive culture our Trust encourages staff to bring their whole selves to work and active Staff Networks identify areas for improvement.
- Staff Recognition - as well as regular appraisals, we recognise staff with our Making a Difference, Team of the Month Awards & Colleague Recognition Awards
- Employee Support and wellbeing - we have a comprehensive Employee Assistance Programme, counselling service and fast track physiotherapy service for employees.
- Staff Benefits - We have a range of staff benefits and schemes to support staff health, engagement, wellbeing and inclusion.

ORGANISATION
- Ensure the smooth running of the office including the assessment of priorities and the initiation of preparatory action in conjunction with the Senior Medical Secretary
- Ensure that the results of tests and investigations for patients are received; shown to medical staff and all relevant ongoing arrangements are carried out
- To arrange and service meetings as required
- Following guidance work within defined national and local targets e.g. 18 weeks and cancer target and monitor on a regular basis, identifying potential breaches
- To provide cover for the Senior Medical Secretary during periods of annual leave and absence within contracted hours (Relief Secretary)
- Under the direction of the Business Support Officer and Senior Medical Secretary, implement procedural changes to working systems/processes

Assists in the co-ordination of outpatient clinics and/or theatre lists, booked/planned admissions applicable to speciality, liaising with the Admissions Office ensuring efficient
- utilisation of theatre time/bed capacity. Being responsive to changing circumstances

COMMUNICATION
- Learns to recognise urgent results and acts upon effectively
- Provide the first point of contact for written and telephone enquiries on behalf of the Consultant and team
- Ensure all enquiries from patients, colleagues and GPs are dealt with promptly, effectively and positively in the department, producing electronic file notes as necessary
- Respond to telephone calls from anxious and distressed patients, taking messages and

resolving problems when possible, in a professional and competent manner and in conjunction with the Senior Medical Secretary.
- Opening and dealing with incoming correspondences as appropriate
- Ensures any follow-up appointments are arranged for patients as necessary
- Promotes the dissemination of quality patient information
- Manages and collates electronic and manual diaries for the Consultant and team
- Ensures that Bluespier (theatre system) is up to date a week in advance of the consultants theatre lists and theatre sessions are locked no later than 24 hours in advance of the theatre session taking place

INFORMATION
- Keep up to date with technological developments with regard to developing appropriate skills in the use of current office technology e.g. word processing, spreadsheets, databases, electronic mail, presentations etc.
- Maintain comprehensive office systems ensuring prompt access to information.
- Maintain electronic systems e.g. database, spreadsheets, etc. containing patient-related information
- Able to embrace technology to maintain the administrative aspect of patient care e.g. electronic patient record
- Update the computerised waiting list module of iCS within specific timescales and maintain any other computerised systems regularly including 18 week and cancer pathways. Ensures accurate and up-to-date information for the Trust’s waiting list requirements
- Ensure that case notes are correctly maintained following guidelines and that the documentation contained therein is correct. High quality standards are to be maintained at all times.