Senior Medical Secretary

3 months ago

Redditch, United Kingdom Worcestershire Acute Hospitals NHS Trust Full time

Job summary

An exciting opportunity has arisen for a Senior Medical Secretary in the General Surgery Team . We offer countywide working within the Trust . We are looking for an enthusiastic and dynamic candidate who thrives in a busy and supportive environment.

The role includes being part of a team which provides an efficient and effective patient-focused secretarial service for the consultants and multi-disciplinary teams.

The post holder will have a range of secretarial and administrative experience, ideally in a hospital environment, though other administration experience will be valued.

Working in a busy and sometimes demanding job, within a supportive and nurturing team, the candidate must be a good team player and enjoy working within a multidisciplinary team. They will need to be able to manage and prioritise workload appropriately.

Applicants should have excellent organisational and interpersonal skills and the ability to work well under pressure. Good communication skills and the ability to use initiative is essential.

The post is for hours per week with location to be agreed.

Main duties of the job

Main duties of the job

To deal with incoming mail and all of the Consultants correspondence. Including generating own correspondence as agreed with the Consultant To type discharge summaries, clinic letters and any other official correspondence including medical reports and complaint responses. To handle enquiries from patients, relatives, GPs, other hospitals and Consultants, initiating appropriate responses. To review the Patient Target List with Consultant to ensure that patients are seen within the current National time-scales and take responsibility for initiating extra operating lists, seeking authorisation from the Directorate Management team when necessary. To arrange for patients to be put on the waiting lists, including theatres and make minor changes to the waiting list for subsequent approval by the Consultant. To receive investigation reports drawing the Consultants attention to waiting for review and taking any necessary follow-up action To maintain patients records in a manner acceptable to the Trust. To liaise with Health Records, Outpatients, Radiology and other relevant internal and external departments with regard to patient care To ensure that Consultants absence is promptly communicated to all relevant people and departments To ensure that cover is provided for other secretaries during periods of absence through holiday or sickness

About us

Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Our objectives are simple:

Best services for local people Best experience of care and best outcomes for our patients Best use of resources Best people

Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

Job description

Job responsibilities

Key Duties:

1.

To provide a personal assistant and senior medical secretarial service to Consultants and other medical staff in relation to their clinical duties.

2.

Inform all relevant staff of reduced/cancelled clinics/theatre lists with regard to consultants and junior doctors planned or emergency absence.

3.

To undertake medical audio/copy typing duties including outpatient letters to General Practitioners, discharge summaries and other official correspondence, including self-generated non-routine correspondence if required.

4.

To manage patients pathways and highlight any potential problems with regards to treating a patient within set targets.

5.

Monitor capacity and liaise with Clinical staff and management when additional capacity will be required.

6.

To deal with day-to-day incoming mail, assigning priority and/or taking any necessary action without reference to consultant staff if necessary.

7.

To make arrangements for appointments for patients when required.

8.

To manage waiting lists daily adhering to the trust guidance policy for waiting list management:

a.

ensuring that patient names are included on waiting lists

b.

ensuring patients are sent for TCI, following RTT rules

c.

ensuring PAS and Bluespier systems are up to date at all times

d.

dealing with waiting list enquiries generated by General Practitioners, patients, Trust waiting list management team and the Directorate management team.

e.

ensuring the appropriate amendments of patient outcomes.

f.

participating in the validation of patient data, to assist in the improvement of data quality for Trust reporting systems

9.

To respond to enquiries from GPs, other Health Service personnel, patients and relatives.

10.

To respond to Advice and Guidance enquiries from GPs.

11.

To provide statistical information for Consultants and the Directorate Management team as and when required.

12.

To deal with administrative and secretarial aspects of Consultants management, educational and professional advisory commitments.

13.

To participate in the collection and transmission of information to enable the Directorate to meet its objectives including appropriate support for clinical audits

14.

To participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services including IT.

15.

Training/Supervision of temporary and new staff within the office.

16.

To undertake any other duties as may be required as appropriate by the Consultant or the Directorate Management Team in accordance to the needs of the service.

17.

Monitor stationery and order relevant stationery as and when necessary.

18.

Attend admin team / departmental meetings as required. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively.

19.

To manage and progress results of patient investigations and on receipt, prioritise and action according to clinical need, with guidance from the medical team.

20.

Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct and ensure they are adhered to across the team.

Person Specification

Experience

Essential

-Proven secretarial experience in healthcare environment. -Experience of working in a busy office

Desirable

-NHS experience. -Use of PAS system, Bluespier, EZ notes and Digital Dictation

Qualifications

Essential

- Audio typing using Digital Dictation - In-depth working knowledge of Microsoft Office - Excellent verbal and written communication skills. - Flexible and adaptable. - Able to work under pressure. - Ability to work under own initiative and part of a team. - Highly motivated.

Desirable

Knowledge of NHS systems.

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