Medical Secretary

Job summary

Anopportunity has arisen for a medical secretary within the CardiologyDepartment. We are a busy team and arelooking for an experienced medical secretary with excellent secretarial, typingand interpersonal skills. The successfulapplicant will become an integral part of an efficient, flexible and pro-activeteam providing an excellent secretarial support service to a clinical andspecialist nurse team. You will alsohave excellent organisational and communication skills and be able to workunder pressure and to deadlines. A soundknowledge of medical terminology would be essential. It is essential that you have experience ofMicrosoft packages and knowledge of hospital data management systems would bedesirable.

Main duties of the job

Typing/proof reading of clinicalcorrespondence

Liasing with the cardiology andmedical teams within the Trust

Lialising with patients

Liaising with GPsurgeries/tertiary centres

Minuting departmental meetings

Using the Trust EPR systems

Using the Trust digital systems

Ensuring a robust system is inplace to keep track of investigations

Booking and cancelling clinics

Diary keeping

Ensuring medical notes are updatedin the CITO system

Updating the RTT system

Updating rotas

About us

If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager

You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks

We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.

We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented

We are unable to offer sponsorship for roles that do not require a professional registration, to apply you must have Right to Work in the United Kingdom. If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post

Full Job Descriptions can be found in the adverts supporting documents

Job description

Job responsibilities

To provide a full range of confidentialsecretarial/administrative support to clinicians and supporting clinical staff,working with minimal supervision.

To undertake audio typing and distribution of clinical andother patient-related and general correspondence, dictated by Consultants andsupporting clinical staff, to achieve Trust standards of accuracy andtimeliness.

To be the point of contact for staff, patients and otherswithin and outside the organisation, responding to external and internaltelephone enquiries, taking appropriate and timely action required, includingmaking appointments, giving non-clinical advice, onward referral to relevantdepartment etc.

To receive and respond to internal and externalcorrespondence, taking appropriate and timely action as required, in accordancewith Trust and/or departmental standards and processes.

To sort electronic mail, photocopy documents and circulateinformation within Trust or department timescales.

To receive any paper clinical investigation results, andpass to the relevant Consultant for verification and action.

To ensure patient information is bar-coded correctly for scanninginto the electronic clinical document management system (CITO).

To maintain accurate patient and GP details on the TrustsEPR and Clinical Systems, as required.

To provide cover as required during absence of colleagues.

To book investigations and any necessary follow-upappointments, as directed by clinical staff, ensuring test results arepresented to medical staff on receipt, where these are not availableelectronically.

To manage electronic diaries, as required.

To support arrangement of on call rotas, as required.

To organise meetings, including arranging venues, preparingagendas, collating and issuing papers and attending for taking and productionof minutes, as required.

To operate efficient and up-to-date administrative systemsand processes for all office tasks.

To maintain accurate and timely data entry to databases tomeet service requirements.

To prioritise own workload to meet the needs of the patientsand clinical team and ensure all deadlines are met.

To support new and/or less experienced staff, as directed byline manager/head of service.

Supervise work experience students and apprentices requiringexperience of office work.

To provide cover as required during absence of colleagues.

The post holder may be required to undertake the role ofInformation Asset Administrator or Information Asset Owner to provide supportfor the control and administration of information assets within theirarea/department (details available on the Health Informatics web page).

The post holder may be required to undertake therole of Registration Authority Agent/Sponsor which includes supporting the NHSCare Records Service applications using smartcards and appropriate access files.

Person Specification

Special Requirements

Essential

Ability to travel independently across the County to fulfil the requirements of the post.

Qualifications

Essential

Good Standard of Education - Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language. NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards). Keyboarding/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards).

Experience

Essential

Experience of a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment. Demonstrate Experience of using Microsoft Word. Experience in setting up and maintaining office filing systems. Experience of maintaining and setting up databases. Experience in planning and organising meetings and taking notes. Experience of providing secretarial/administrative support to a team.

Desirable

Experience of working within an NHS Environment.

Special Skills and Knowledge

Essential

Knowledge of computer packages, Word, Excel, Outlook and PowerPoint IT Skills. Ability to analyse and present data using Excel and Access packages. Ability to use email and maintain and update paper and electronic diaries. Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality. Ability to use discretion and maintain confidentiality. Good interpersonal skills Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages. Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public. Able to use own initiative to resolve routine queries, in line with departmental procedures. Able to work with minimal supervision following set procedures. Ability to organise and prioritise workload in order to meet deadlines. Ability to work as a member of a team Committed to quality customer care/delivering excellent customer service. Flexible approach to work and adaptable to change. Understanding of medical terminology.

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