Medical Secretary

Job responsibilities

To work with the team in implementing all admin procedures within the office including the typing letters, reports, training packages, emails, minutes and agendas as requested. This requires advanced keyboard skills, speed and accuracy within required timescales and constant use of a VDU on a daily basis.

To update and maintain various information systems using software to ensure accurate data. To maintain electronic diaries, other systems and databases e.g. SystmOne.

To receive routine information, which is at times highly confidential and deal with appropriately.

Support the teams with information for audits etc when necessary.

To ensure that general administrative tasks (e.g. photocopying, faxing, filing, minute taking etc.) are carried out in a timely manner

Draft correspondence as directed by Senior staff.

Complex minute taking.

Audio / copy type letters, reports and all other correspondence for the multi disciplinary teams, including Consultants, doctors, nurses, OTs etc., based in city wide services and localities, using a processor and / or the operation of a network information system. Composing of letters (non-clinical).

Electronically send information.

PowerPoint presentations for talks to type PowerPoint presentations as instructed.

Open, sort and action all post other than private and confidential for all Staff in the team.

To receive telephone calls from clients, carers and other healthcare professionals for the team and deal with each appropriately, politely and effectively. To process information and take action when staff need to be contacted urgently, paging when necessary.

Deal politely and professionally with a wide range of individuals including members of the general public and staff working at all levels within the organisation as well as outside services such as the Police, Social Services and Council staff.

Handle calls from staff working under pressure, in crisis situations, anxious, sometimes tearful or angry patients and relatives. Patients can be confused, forgetful, sometimes labile in mood, repetitive and loquacious. Calls are local, national and international.

Ensure prompt updating of the electronic patient record computer systems in relation to patient activities including; contacts, referrals, episodes, diagnosis and patient details.

Maintain efficient, up to date, comprehensive paper and electronic filing systems for patient records, contacts, referrals, meetings, information and forms. Paperwork created by own staff, nursing staff, wards, psychology, social services, GP surgeries etc.

When covering for the absence of Consultant secretaries, keep the diaries for the Senior Clinician and his team. Written and electronic diaries; these are constantly updated, adjusted for crisis situations, urgent calls as well as appointments for patients, relatives, carers, team members, management, social services, representatives, and consideration of schedules e.g. ward rounds, CMHT meetings.

To make appointments for the clinicians i.e. outpatient, home visits, strategy meetings and hospital visits. Arrange meetings providing a full support service i.e. fixing dates, venues etc.

Arrange outpatient clinics for patients at the Local Care Centre, Mount Gould Hospital and be aware of the Memory Service clinics and Huntingtons outpatient clinics. This includes writing or telephoning patients and their relatives, often confirming / reminding / reassuring patients of appointments, arranging transport, obtaining files and appropriate paperwork, booking of consulting rooms and Organisation of the room layout, greeting and talking to patients and carers.

Support wards regarding admissions and transfers.

To open a waiting list for the Consultant and run weekly scans in order to manage waiting list times. Also ensure completion of Pbr clustering tool.

Provide secretarial support to other Lead Clinicians and their teams as required. Covering other medical secretaries on annual or sick leave, training and study days.

Record monthly statistical information i.e. waiting times and forward to the appropriate department for collation. Collation of information for audits i.e. anticholinesterase inhibitors and schizophrenic patients.

Responsible for ordering and storing FP10.

To maintain appropriate stock levels of stationery supplies and order replenishments as required.

To attend meetings as requested and implement any service changes following this.

To actively participate in own learning and development. To contribute to appraisal and KSF development and related activities.

To take responsibility for own and others health, safety and security.

To understand and be aware of all LWSW policies, i.e. Health and Safety, Equality and Diversity, Infection Control etc.

To inform line manager / team members of any concerns or issues relating to service provision and communication.

To act in a way to support and promote equality and diversity.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out other duties as may be reasonably required by their line manager.

Qualifications

Essential

• RSA 3 (or equivalent) or able to demonstrate the ability, skills and knowledge to work at this level
• Vocational Qualification Level III or able to demonstrate the skills, knowledge and ability to work to this level
• GCSE grade A to C in English and Maths

Desirable

• ECDL European Computer Driving License

Experience

Essential

• Minimum 2 years secretarial experience.
• Minute Taking

Desirable

• Electronic patient records
• SystmOne

Knowledge

Essential

• A working knowledge of confidentiality issues.
• Work with discretion, sensitivity and maintain confidentiality.
• Manage difficult/crisis situations and respond effectively
• Understanding of medical terms

Desirable

• Knowledge of NHS and partner agencies
• Understanding of internal NHS structures
• Awareness of current issues relevant to Livewell SouthWest
• Word
• Excel
• PowerPoint
• Outlook
• SystmOne

Skills

Essential

• Demonstrate appropriate use of initiative in the workplace.
• Evidence of effective team working skills.
• Able to effectively manage own time and workload unsupervised. Self-motivated and flexible.
• Able to work with frequent interruptions from staff and visitors.
• Ability to plan ahead.
• Able to pay attention to detail.
• Able to work under pressure

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).