Medical Secretary

Job description

Job responsibilities

Duties and Responsibilities

o Ability to job-share and co-ordinate tasks ensuring workflow/handover/priorities are clearly allocated.

o All duties apply across site, to both School Houses and Child & Family Services Houses.

o Administration: Ensure that the doctors are provided with necessary documentation within agreed timescales by:

o Preparing professional, high quality typescript documents from dictated/audio/written copy.

o Undertaking typing of child-related administration and letters.

Team Participation: Make an effective and supportive contribution to the team through:

o Creating, developing, and maintaining effective working relationships with colleagues in own department, across site and externally.

o Undertaking such other secretarial duties as may be reasonably requested from time to time.

o Delegation and co-ordination of duties of administration assistant and volunteers to ensure efficient completion of tasks at high standard. Including training of new admin volunteers/staff.

o Coordination/preparation and minute taking of weekly Team meeting ensuring timely distribution of actions agreed.

o To assist the Medical Business & Revalidation Manager with clerical and administrative duties.

o To undertake other or additional duties that are within your skills and abilities, as the organisation may reasonably require from time to time.

Organisation: Ensure that the Medical Team is well organised and is enabled to operate efficiently, through:

o The post holder should recognise the importance of effective communication within the team and will strive to:

o Communicate effectively with other team members.

o Communicate effectively with patients and carers.

o Recognise peoples needs for alternative methods of communication and respond accordingly.

o Arranging appointments as required.

o To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.

o Answering the telephone, taking messages, making outgoing calls, receiving, and sending email communications.

o Dealing with incoming mail, prioritising items for the appropriate individuals personal attention and re-directing items as appropriate. Maintaining effective manual and computerised filing/record systems, including confidential files, so that relevant information or documents may be retrieved rapidly including scanning all in-and out-going documentation and saving in appropriate location in childs electronic file for electronic back up copy.

o Devising and operating a brought forward or similar system to forecast and anticipate needs.

o Assisting the doctors in completing Annual Medical Reports, LAC forms etc in a timely manner, quality assured and submitted to all relevant parties.

o Coordinating daily clinics for Specialty Doctors, Consultants and Multi-Disciplinary Team (MDT). Ensuring parents/carers are invited to the clinic appointments. Typing and distribution of clinic letters following consultant led clinics in a timely manner.

o Overseeing Clinic coordination and appointment booking of external specialists visiting TCT, including typing of clinic letters. Including exploring possible increase in specialist clinic and use of administration resources.

o Information Asset Administrator ensuring that Information Assets are maintained by the team to GDPR and Data Protection requirements on a routine basis.

o To maintain adequate supplies of office stationery.

o Active participation in medical team Quality Improvement Projects including clinical audits.

o Assisting the doctors with research.

o Assisting doctors with medical statements as requested by external stakeholders including the Police and Court.

o Liaising with external medical teams to ensure the agreement of shared care for upcoming admissions.

Health Records: Ensure that medical records are kept up to date during a childs stay and that health records are collated post-discharge in preparation for archiving by:

o Setting up files and templates ahead of admission, including obtaining medical information.

o Streamlining filing systems, ensuring documentation in files is up to date during the childs stay.

o Undertake the smooth running and timely processing of solicitors requests for copies of records, including all correspondence with solicitors firm, finance department and various departments for copying and issuing medical documents as required.

o Participate in Working Party for Electronic Child Record.

o Reporting data breaches on Incident Reporting System.

o Maintaining up-to-date knowledge and expertise on the use of computerised equipment and applications taking an active role in GDPR working group and implementing correct data protection in relation to patient information.

o Information Governance Champion for the Medical Department obtaining up-to-date knowledge of standards and regulations and the implementation of these.

o Developing self to improve personal performance.

o Assist with the gathering of statistics and information when required.

o Provide cover for members of the Medical Admin Team during periods of sickness and annual leave.

o Participation in an annual Performance Development Review, including taking responsibility for maintaining a record of own personal and/or professional development.

o Takes action and raises concerns.

o Adhere to the policies and procedures of The Childrens Trust.

o Maintain professional boundaries and professionalism at all times.

o Committed to demonstrating the organisations values and behaviours at all times.

Health and Safety

o Adheres to all Health and Safety guidelines, principles, and regulations to perform your role and comply with The Childrens Trust policies and procedures.

o Provide evidence of a valid NHS Covid Pass or acceptable proof of Covid vaccination or medical exemption and all vaccinations (or medical exemption) required for the post.

o Adhere to manual handling procedures and complete mandatory manual handling training.

o Promotes the health and safety of others.

o Uses the incident reporting and risk assessment system (IRAR), to identify and report risks and incidents/actions if directed.

o Responsible for identifying and mitigating risk within the work environment.

Wellbeing and Emotional Resilience

o Maintains a positive approach and outlook when dealing with change and overcoming challenges and problems.

o Recognises own limitations, develops realistic goals, and uses support network resource when or if necessary.

o Treats challenges and problems as a learning experience.

o Remains organised and focused when under pressure.

o Responds appropriately and effectively to all constructive feedback.

o Motivates self and others.

Person Specification

Experience

Essential

• Previous secretarial experience
• Proven audio experience
• Experience of Microsoft Office (including Word, Excel & Powerpoint)
• Working under pressure in complex and demanding environments and to specific timeframes.
• Ability to build strong relationships with clients

Desirable

• Previous medical experience

Knowledge

Essential

• High standard of secretarial qualifications
• Computer literacy

Qualifications

Essential

• GCSE A-C (or equivalent work experience).

Desirable

• Qualified to AMSPAR Level 2 or above in Medical Terminology

Skills & Abilities

Essential

• Excellent time management skills
• Minute taking
• Sympathetic and diplomatic telephone manner
• Strong organisational skills
• Ability to embrace change and new challenges and learn new skills with a positive attitude
• Strong interpersonal skills with the ability to display discretion when dealing with confidential and sensitive information

Personal Qualities

Essential

• Commitment to the vision and values of The Childrens Trust.
• Flexible and can do attitude to competing commitments in workload.
• Highly motivated and reliable.
• Ability to cope working in a demanding environment.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

The Children's Trust

Address

The Childrens Trust

Tadworth Court

Tadworth

Surrey

KT20 5RU

Employer's website

https://www.thechildrenstrust.org.uk/jobs (Opens in a new tab)