Principal Medical Secretary

Job overview

An opportunity has arisen to work within the ENT department as a Principal Medical Secretary, providing Secretarial, admin and clerical support to the Consultants and their teams.

We are looking for an experienced Medical Secretary who has worked in a similar role. Previous ENT experience would be advantageous but not essential. You will need a good understanding of secretarial and admin processes within the NHS or a similar setting. RSA3 and Audio qualification or equivalent experience is essential.

You would be joining a small, friendly team who work closely with Medway NHS foundation Trust by hosting the ENT service at Darent Valley Hospital.

Main duties of the job

To provide a comprehensive and efficient Secretarial support for the ENT Service.

To work within the Surgical Directorate in close co-operation with other surgical secretaries. To offer full secretarial support for Consultants and their teams for 37.5 hours per week. To help deliver a high quality service to the Consultants, patients and other health professionals.

Working on Monday to Friday each week, however some flexibility in work patterns will be required 
occasionally. Core office hours preferred, but flexibility on start times can be agreed in line with 
the needs of the service.

To be an active and supportive member of the department’s administrative and clerical team. 

Providing cover when required for other members of the team.

ENT is a hosted service for Medway NHS Foundation Trust.

Working for our organisation

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.

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.

Detailed job description and main responsibilities

Main Duties:

To provide a comprehensive PA role to the Consultants and members of his / her team, including minute taking, including organising and maintaining Consultant Diaries, co-ordinating all appointments, meetings, procedures, investigations etc. and inform others as appropriate of annual leave and cover arrangements. 

Accurate typing of clinic letters from audio dictation and general correspondence, including individual reports as requested. 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 Consultant’s 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 typing is 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 as appropriate.

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 ENT 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

Assist other departments when required.

Work closely with the ENT teams at Medway Hospital, ensuring all relevant information is processed and sent in a timely manner, following patient pathways and processes in place.

Ordering stationery for the Surgical Division and monitoring supplies.

Please see attached job description for more information.

Person specification

Education and Training

Essential criteria

GCSE standard of general education RSA3 or equivalent

Desirable criteria

Medical Terminology/AMSPAR or relevant experience NHS systems training and experience

Knowledge and Skills

Essential criteria

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

Desirable criteria

Previous experience on NHS systems such as PAS and CRIS

Experience

Essential criteria

Previous ENT Experience in a Principal Medical Secretary Role Essential Demonstrate the ability to manage and prioritise busy work load Excellent Keyboard skills Intermediate medical terminology Audio typing experience

Desirable criteria

Previous NHS experience

Personal Attributes

Essential criteria

Flexible attitude to work Good inter-personal skills Ability to work on own initiative

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