Senior Medical Secretary, Stroke, WRH

Job summary

An exciting opportunity hasarisen within the Stroke Directorate for a Senior Medical Secretary to work hours per week, based at Worcestershire Royal Hospital. The successfulapplicant will ideally have previous secretarial experience, and possessexcellent verbal and written communication skills, to work within the existingsecretarial team.

The role will involve typing ofoutpatient letters to GP and other correspondence; dealing with enquiries fromclinicians, GPs, other hospitals, patients and their relatives, updatingmedical records and inputting data to support with divisional targets, inaddition to supporting the Directorate Management Team with tracking andvalidation of patient pathways to achieve the National 18-week Referral toTreatment (RTT) target.

Main duties of the job

To undertake medical audio /copy typing duties, including outpatient letters to GPs, discharge summariesand other official correspondence.

To accept enquiries fromclinicians, GPs Health Service and Social Services personnel, other hospitals,voluntary agencies, patients and their relatives. Patient contact by telephoneis an integral part of the role.

To work using own initiativewith minimal supervision, prioritising own workload in line with objectives ofthe department and consultant teams.

To deal with all incomingcorrespondence, phone, fax and email in an efficient and effective way.

To liaise with other members ofthe secretarial / administration team in order to provide a co-ordinated andefficient secretarial service.

To support the DirectorateManagement Team with the administration, tracking and validation of patientspathways to achieve the National 18-week Referral to Treatment (RTT) target.

To liaise with patients,relatives and staff demonstrating sensitivity and maintaining professionalismat all times.

To deal with any complaints,problems or issues in a sensitive way, escalating to clinicians / management asappropriate.

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 nearly 6,800 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:

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 responsibilities

Directorateof Specialty Medicine

JOBDESCRIPTION

Job Title : MedicalSecretary

Grade : Band 4

Department/Location: WorcestershireRoyal Hospital

Reports to: Directorate Support Manager

Accountable to: Directorate Manager Specialty Medicine

JobPurpose:

Toprovide comprehensive administrative and audio typing support for theConsultant Staff and their junior teams, assisting with achieving Trust anddepartmental objectives through liaising with relevant people and teams.

Key Relationships:

Internal: Senior & Support MedicalSecretaries, Management, Consultants and junior staff both inside and outsidethe department, nursing teams, other health care professionals, ward clerks.

External: GP surgeries, other hospitals,patients and relatives.

Risk Assessment:

Works with display screen equipment forprolonged periods.

Involves manual handling activities.

Key Responsibilities:

AllSecretaries should be able to undertake the following duties and are expectedto work in teams to fulfil the requirements of the service.

To undertake medical audio / copy typingduties, including outpatient letters to GPs, discharge summaries and otherofficial correspondence.

To accept enquiries from clinicians, GPs HealthService and Social Services personnel, other hospitals, voluntary agencies,patients and their relatives. Patientcontact by telephone is an integral part of the role.

To work using own initiative with minimalsupervision, prioritising own workload in line with objectives of thedepartment and consultant teams.

To deal with all incoming correspondence,phone, fax and email in an efficient and effective way.

To liaise with other members of the administration teams in order to provide a co-ordinated and efficientsecretarial service.

To support the Directorate Management Team withthe administration, tracking and validation of patients pathways to achievethe National 18-week Referral to Treatment (RTT) target.

To liaise with patients, relatives and staffdemonstrating sensitivity and maintaining professionalism at all times.

To deal with any complaints, problems or issuesin a sensitive way, escalating to clinicians / management as appropriate.

Ensure confidentiality is maintained at alltimes, complying with the Data Protection Act, Information Governance and otherTrust / Departmental Policies.

To assist in providing cover for othersecretaries in the Medical Directorate to ensure continuity of service toConsultant, medical staff, service users and patients.

To undertake any other duties as may berequired / appropriate by the Directorate Management Team.

Vision and Values:

TheTrust aims to provide local services for local people. It has developed itsvision to reflect this commitment.

Tocontinue to be the major provider of acute/specialist services for the peopleof Worcestershire (and wider) with a strong reputation for providingoutstanding, high quality, reliable, accessible and integrated healthcare forlocal people

Drivingthis commitment are the Trust-wide signature behaviours:

Do what we say we will do

No Delays, every day

We listen, we learn, we lead

Work together, celebrate together

Standard Clauses:

The purpose of this post should remainconstant, but the duties and responsibilities may vary over time within theoverall role and level of the post. Thepost holder may from time to time be asked to undertake other reasonableduties. Any such changes will be made indiscussion with the post holder in the light of service needs.

Competence

The post holder is responsible for limiting his/ her actions to those which s/he feels competent to undertake. If the post holder has any doubts as to hisor her competence during the course of his / her duties then s/he shouldimmediately speak to their line manager or supervisor.

Codes ofconduct

All employees of the Trust who are required tobe registered with a professional body, to enable them to practise within theirprofession, are required to comply with their code of conduct and requirementsof their professional registration.Those staff that are not required to be registered with a professionalbody are required to comply with the Trusts codes of conduct.

Confidentiality

The post holder must maintain confidentiality,security and integrity of information relating to patients, staff and otherHealth Service business.

RecordsManagement

All employees of the Trust are legallyresponsible for all records that they gather, create or use as part of theirwork within the Trust (including patient, financial, personnel andadministrative), whether paper or computer based. All such records are considered publicrecords and all employees have a legal duty of confidence to serviceusers. Employees should consult theirmanager if they have any doubt as to the correct management of records withwhich they work.

Healthand Safety

Employees must be aware of the responsibilitiesplaced on them under the Health and Safety at Work Act (1974) and the ManualHandling Operations Regulations (1992) and all relevant Trust Health and SafetyPolicies and Guidance. This ensuresthat the agreed safety procedures are carried out to maintain a safeenvironment for employees, patients and visitors to the Trust.

InfectionControl

Employees must accept personal responsibilityand accountability for Infection Prevention and Control practice. Employees should ensure they are familiarwith, and comply with, all relevant Infection Control policies for minimisingthe risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatoryupdates in Infection Control.

The Trusts approach to smoking is in line withthe governments on-going initiatives for an eventual smoke-freeenvironment. It aims to adhere to the Worcestershire Health CommunityCampaign to help Worcestershire stop smoking.

A no smoking environment policy exists withinall Trust premises including entrances and exits to hospital buildings and onother Trust property (with the exception of staff resident instaffresidences, as these are the homes of staff). In June 2014 a ban wasimplanted which meant staff, contractors and volunteers were no longerpermitted to smoke in any of the hospital grounds, including car parks.

Further to this, The Alexandra, Kidderminsterand Worcestershire Royal Hospitals, have all become smoke free to all patientsand visitors as of 17 June 2015. Thismeans that, as well as staff, members of the public, patients and visitors arenot allowed to smoke in any of the acute hospital grounds, including car parks.

RiskManagement

It is a standard element of the role andresponsibility of all employees of the Trust that they fulfil a proactive roletowards the management of risk in all of their actions. This entails the risk assessment of allsituations, taking appropriate actions, and reporting all incidents, nearmisses, and hazards promptly. It is acontractual obligation that all employees must co-operate with anyinvestigations undertaken.

Childrenand vulnerable adults

You have a responsibility for promoting andsafeguarding the welfare of the children / young people / vulnerable adultsthat you come into contact with or are responsible for in your job role andsphere of competence.

Disclosureand Barring Service

The Trust aims to promote equality ofopportunity for all, with the right mix of talent, skills and potential. Criminal records will be taken into accountfor recruitment purposes, only when the conviction is relevant. As the Trust meets the requirements inrespect of exempted questions under the Rehabilitation of Offenders Act 1974,all applicants who are offered employment will be subject to a criminal recordcheck from the