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Medical Secretary

3 months ago

Wakefield, United Kingdom The Mid Yorkshire Teaching NHS Trust Full time

Job summary

We currently have 5 vacancies withinthe Division of Medicine at Pinderfields Hospital, 2 posts in Respiratory medicine, 1 post in Spinal and 2 in Neurology.

The post holder will berequired to provide a secretarial service for the clinical teams. The post requires a self-motivated individual with confidence and ability to work on theirown initiative and as part of a team.

(previous applicants need not apply)

Main duties of the job

The post holders will be workingas part of a team, typing, checking consultant rota, answering telephonecall, dealing with patients, GPs and otherorganisations queries and dealing withconsultants administration.

About us

We provide care and support to over a million people inWakefield and Kirklees in their homes, community settings and across ourthree hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).

Always striving for excellence, we are at the forefront ofinnovation and research, and we invest in teaching and the development of ourworkforce.

We live by our values of caring, improving, being respectfuland maintaining high standards. We listen and learn because we aim to make MidYorkshire the best place to work and receive care.

We value diversity and welcome talent and enthusiasmirrespective of age, disability, neurodivergence, sex, gender identity andgender expression, race or ethnicity, religion or belief, sexual orientation,or other personal circumstances including providing unpaid carers support tosomeone with a health and care need. As ethnic minority groups, members of theLGBTQ+ community, and people with a disability/neurodivergence are currentlyunder-represented across the organisation, we encourage applications frommembers of these groups. We have policies and procedures to ensure allapplicants are treated fairly and consistently.

We are proud of our staff networks - who offer valuableguidance and feedback from those with lived experience.

We have a clear vision and you could be part of this Ifyou share our values and you want to make a difference to the lives of ourpatients and their families and carers, we would love to hear from you.

Job description

Job responsibilities

Key Responsibilities

To ensure post addressed to the consultant/clinical team ispromptly collected, sorted, recorded and actioned as appropriate. To act on owninitiative where appropriate in responding to incoming mail. Act as a focal point for the clinical team. Provide a friendlyand professional service, deal with enquiries from a multitude of sourcesfollowing Trust policies and standard operating procedures. Liaise with GPs,other hospitals, patients, internal medical/non-medical staff andmedical/non-medical external staff by a variety of means face toface/phone/e-mail/letter/faxes on a daily basis. Assist clinicians with administrative tasks, utilising ITsystems or ensuring paper forms are completed and sent to relevant departmentsin a timely manner in line with service specific standard operating procedures. To ensure all duties are undertaken in line with standardoperating procedures and to enable the achievement of Trust and Servicespecific Key Performance Indicators. To request, cancel and re-arrange appointments when necessary. Frequently receive and respond appropriately to telephone andpersonal enquiries from patients, relatives, GPs, other consultants andexternal bodies, referring enquiries to the consultants / clinical team wherenecessary. This will require analysis of queries/issues, making judgementsabout how to deal with them and escalating as appropriate. This may require theuse of tact/ empathic or reassurance skills. In addition, persuasive skills areoften required where agreement or co-operation is required in trying to avoidTrust complaints. Prioritise and ensure clinical investigations are acted uponappropriately and timely, within standard operating procedures and meetingKPIs. Accurate recording of all paper/computerised patient records,updating and amending information timely and within standard operatingprocedures. Undertake routine or ad hoc data validation as directed. Preparation of documentation for MDTs Keep an up to date and accurate record of patient case notesentering and leaving the department. Sourcing and distribution of case notes toother departments and hospitals File Tracker/relevant IT system. Undertake typing of medical correspondence using audio transcriptionand relevant IT systems to a high and accurate standard. This may includeclinic letters, medico-legal reports and other administrative work Keep appropriate statistical records/information as and whenrequired for the clinical team for audit purposes. Provision of statisticalreturns required at regular intervals. This may involve entering statisticaldata onto databases. Responsible for the receipt of referral letters with timelyinput onto the computerised IT Systems and ensuring that all patientsdemographic information is recorded accurately in order to arrange outpatientappointments for clinics in accordance with service specific requirements. To be responsible for ensuring copies of correspondence arestored in the patients records in accordance standard operating procedures. To attend meetings and appropriate Committees to providesecretarial support by taking minutes and arranging meetings, as and whenrequired. This could include support to Consultants in their special interestsrole(s), eg Clinical Tutor, Child Protection, etc. To be responsible for the confidential management of patientrecords and ensure that all documentation is returned to the appropriatedepartment timely within standard operating procedures. To be responsible for the preparation of patient records foradmission, transfer and discharge in a timely manner as and when required. The post holder will give relevant assistance and training asand when required to support all colleagues. To carry out general administration duties and provide clericalassistance, as required. To send and receive faxes in a safe haven environment as perTrust policy. Ensure that all Hospital records are tracked and booked usingthe Trusts File Tracker computer system, or other relevant IT system. Person Specification

Experience

Essential

Experience and knowledge of multi-disciplinary team working Secretarial experience Experience of working with filing systems Experience of good customer or patient care Working with computer software programmes such as Microsoft Office, e-mail and internet Experience of scheduling/co-ordination activities and/or resources

Desirable

Medical secretarial experience Previous NHS administrative role Experience of working with patients requiring health care Experience with NHS/healthcare software systems Experience of working with confidential material

Qualifications

Essential

RSA Level 3 typing/word processing or equivalent qualification (business administration) or experience. Sound educational background (4 GCSEs, grade C or above).

Desirable

IT qualifications ECDL Medical Secretary Diploma. Shorthand Qualification. Medical Terminology. RSA Level 3 typing/word processing or equivalent qualification (business administration) or experience.