Principal Medical Secretary

3 months ago

Dartford, United Kingdom Dartford and Gravesham NHS Trust Full time

Job summary

An exciting opportunity has arisen to work part time, as a Principal Medical Secretary, part of a job-share within the Urology Department. You will be working with an established, experienced team of Principal Medical Secretaries who are very welcoming and supportive. The team work closely together to support the Consultants, Registrars and Clinical Nurse Specialists within the Department.

The existing team are well established and experienced, welcoming and very supportive to each other. They are enthusiastic about the service and have an excellent work ethic. They work closely together to form a team approach to provide an excellent service to the team and patients.

Main duties of the job

The role is part of a job share, you will be working closely with one of our most experienced Principal Medical Secretaries within the Department, supporting 3 Consultants and their teams. You will be required to work your hours over 5 days, with flexibility in start and finish times, although some flexibility may be required in order to cover the needs of the service. There will be an element of annual leave cover required. We are looking for an experienced Secretary, preferably with experience in a similar role, although full training will be given.

About us

We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities. We have signed the Armed Forces Covenant Pledge and have a commitment to the Armed Forces Community.

We are dedicated to using our Continuous Quality Improvement (CQI) approach as our shared organisation model of change to enhance our services and ensure excellence in patient care.

If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. We strongly encourage that all our staff are vaccinated against COVID-19 and are vaccinated annually against Flu, in order to protect the health and safety of our staff and patients. Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.

Job description

Job responsibilities

To provide a comprehensive PA role to the Consultants and members of his / her team, including organising and maintaining Consultant Diaries, co-ordinating all appointments, meetings, procedures, investigations etc. Working closely with your job share partner around annual leave cover and informing others as appropriate of annual leave and cover arrangements.

Accurate checking and typing of clinic letters from audio dictation and general correspondence. Typing of clinics is to be within a specified timeframe, ensuring clinics are processed and letters filed in an acceptable timeframe.

Understanding of procedures, investigations and terminology used within the Department.

Prioritise and deal with incoming correspondence as appropriate.

Arrange cancellation / reduction of clinics in accordance with the Consultants commitments / requests.

Ensure investigations and appointments are arranged as per medical staff instruction in a timely and meticulous manner including liaising with all relevant professional staff / departments and families as required.

Answer and deal with as appropriate telephone enquiries both internally and externally to patients, their families and health professionals in a confident, courteous and professional way, providing non-clinical information and ensuring any messages are communicated promptly and accurately, acting as a first line of reference for problems.

Updating and maintaining appropriate electronic or paper records to ensure that each set of medical notes are organised correctly and that results and correspondence are filed accurately once seen by the consultant/member of medical team.

Ensure all clinic letters are accurately typed, prepared and arranged for Clinics prior to the Patient being seen.

Typing of reports as and when required for presentations. Provide assistance with presentation materials for Departmental audits alongside Consultant and Medical Team.

Assist and work closely with other Medical Secretaries and colleagues to ensure continuation of work, forming a team approach.

Making of internal appointments with other Medical teams / Units and external agencies. Ensure diaries are up-to-date and correct.

Booking transport for patients if required.

Check that patients have been added to the appropriate waiting lists.

Check all investigations, bringing abnormal results to the attention of the Consultant or his/her team.

To offer flexible support to each member of the team during the hours allocated outside of your consultant responsibilities.

To liaise with Medical Records, the Appointments Office and Outpatient department to ensure the smooth running of clinics for the consultant, as well as ensuring any referrals received in the department are sent to the Appointment Office or dealt with appropriately.

Ensure investigations, results are obtained and available for clinic

Jointly manage the Advice and Guidance system for the Urology service, ensuring responses are given within set timeframes.

Jointly monitor and respond to the generic email account, ensuring that responses are given in a timely manner.

Distribute and collate Incoming and outgoing post

Please see attached job description for further information.

Person Specification

Education and Training

Essential

GCSE Standard of general education RSA 3 or equivalent Audio typing qualification

Desirable

Medical terminology qualification ( AMSPAR)

Knowledge and Skills

Essential

Excellent standard of literacy and numeracy Knowledge of full range of secretarial procedures and skills Excellent Computer Skills Ability to organise and prioritise workload Ability to cope under pressure Excellent verbal and written communication skills

Experience

Essential

Intermediate medical terminology Audio Typing Experience

Desirable

Previous Urology Secretarial Experience Previous experience in NHS computer packages Previous NHS Experience

Personal Attributes

Essential

Flexible attitude to work Good interpersonal skills Ability to work on own initiative Team working

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