Job summary
The Administrative Services Department based at The Clatterbridge Cancer Centre is recruiting a Medical Secretary who will support the Department in meeting the Trust's vision to Transform Cancer Care.
Band 4
Hours - 31.5 hours per week, Monday to Friday. (9 months fixed term)
Location: Clatterbridge Cancer Centre, Wirral, CH63 4JY
Main duties of the job
Provide a high quality secretarial service to the Medical and/or Clinical Consultant Oncologists and their clinical teams.
Ensure clinics are comprehensively administered.
Act as the central point of contact for patients and relatives
Produce accurate clinical correspondence in a timely manner within our current 5 day KPI whilst maintaining the highest standard of patient care
Completing necessary actions requiredfor urgent correspondenceand requests
Work alongside and cover other Medical Secretaries during absences
Work alongside and assist the Support Medical Secretaries and Patient Service Clerks
Provide additional Admin Support as requested by the Assistant Service Managers.
About us
The Clatterbridge Cancer Centre NHS Foundation Trust provides highly-specialist cancer care for a population of 2.4 million people across Cheshire & Merseyside, North Wales, the Isle of Man and parts of Lancashire.
In June 2020, we opened Clatterbridge Cancer Centre - Liverpool, our spectacular new cancer hospital in the heart of Liverpool's Knowledge Quarter, providing state-of-the-art facilities as part of a £162m investment. Alongside our flagship hospital in Liverpool, we also have two other main cancer centres:
- Clatterbridge Cancer Centre - Wirral, providing outpatient cancer treatment and supportive care on the Clatterbridge Health Campus in Bebington, Wirral
- Clatterbridge Cancer Centre - Aintree, our radiotherapy treatment centre on the Aintree University Hospital site
Together, working across three sites and operating specialist chemotherapy clinics in four of Merseyside's district hospitals, we deliver a comprehensive range of inpatient care, advanced radiotherapy, chemotherapy and other systemic anti-cancer therapies including gene therapies and immunotherapies.
We also deliver a pioneering Treatment at Home and Work service, are the only facility in the UK providing low-energy proton beam therapy to treat rare eye cancers, and host the region's Teenage and Young Adult Unit.
Working with leading experts from the University of Liverpool, we strive to stay at the forefront of novel treatments and techniques to deliver more effective and personalised treatments.
Job description
Job responsibilities
Communication
- To maintain excellent working relationships with CCCs staff and also peripheral clinic staff at all times.
- To ensure an efficient service for Clinicians and patients
- To work closely with the clerical staff to ensure that they have clear instructions of the requirements of the Consultants and their clinical teams.
- To liaise with the Assistant Service Managers & Administration Service Lead to ensure that effective working relationships are maintained across sites.
Analytical and Judgement Skills
- The treatment of cancer is complex. Secretaries are required to understand the treatment processes as well as those which pertain to particular tumour sites for which their Consultant has responsibility.
- To judge when to ask for advice and assistance when dealing with staff patient related issues in order to avoid errors
- To correctly analyse information when entering data
Planning and Organisational Skills
- To make on-line clinic appointments for patients when requested
- To monitor Clinics and ensure they are manageable for Consultants and do not exceed patient waiting times.
- To hasten the receipt of investigative results at CCC and peripheral hospitals and bring promptly to the attention of all Consultants all results, particularly those of key importance and abnormality.
- To record and monitor results
- To provide cover for absent colleagues in liaison with their colleagues and as requested by the Assistant Service Manager or Administrative Service Lead.
- Maintain a current set of working instructions on their clinicians practice
- Maintain a current set of working instructions for their own role to assist their colleagues
- To adhere strictly to the standard procedure for ensuring documents are uploaded to the Electronic Patient Record (EPR).
- Peripheral clinics add a considerable work burden in that there is no common PAS and appointment system in the Merseyside and Cheshire catchment area which the Trust covers. Some clinics, particularly joint ones, are controlled by peripheral hospitals and CCC staff rely on external clinic staff for data so that the clinics can operate efficiently. It is the secretarys responsibility to ensure that the clinics are effectively organised with staff at the host Trusts.
- Whilst clinical work is the priority, the secretary provides a PA role which includes maintaining a diary, preparing training material, typing medical reports and other duties on request.
- Complete all mandatory training within deadline and maintain 100% compliance.
Physical Skills
- To type from audio all correspondence and documentation relating to in-patient and out-patient episodes
Responsibility for Patient and Client Care
- To handle calls from anxious patients and relatives using skill and discretion; to take messages for clinical staff and give appropriate information
- To liaise with the Private Patient Officer re Private Patients and overseas visitors
- To action promptly all patient related treatment requests and ensure that they are delivered to the relevant departments/hospitals so that the patient journey is seamless.
- The secretaries provide a vital link to maintain goodwill working relationships with peripheral hospitals so that patient treatment does not suffer.
Responsibility for Policy and Service Development
- To observe procedures, standards and policy at all times
- To recommend and share good practice with the Assistant Service Managers who can disseminate same throughout the Department
Responsibility for Financial and Physical Resources
- To use office equipment efficiently to ensure its maximum lifetime
Responsibility for Human Resources
- To participate in the induction and training of all new staff to ensure they can complete their duties competently.
- To participate in the departmental team culture at all times to ensure that work is completed in a timely manner
- To participate in the induction of new and agency staff by instruction and supervision of their work
Responsibility for Information Resources
- To update demographic information on the Electronic Patient Record.
- To impart knowledge to staff at CCC and peripheral hospitals to assist them in their roles and improve patient care
Responsibility for Research and Development
- To participate in internal and external audits/assessments as required
- To operate under own initiative within the Departmental and Trust framework
Full training will be given in our clinical information system and opportunities exist to extend your knowledge of CCC and understand the work it does and enrich the secretarial role. You will be educated to GCSE level and hold RSA 2 typing or equivalent. You will also have experience of medical terminology and preferably hold the Medical Terminology Certificate. A working knowledge of Microsoft packages is a distinct advantage. The role requires organisational and administrative skills plus the ability to work under pressure. Teamwork is vital to this role as we are looking for a strong team player. Flexibility, tact, enthusiasm and a positive attitude to work are already part of our team structure and we are looking for the right person who can contribute to our department.
Clatterbridge Cancer Centre NHS Foundation Trust is committed to safeguarding and promoting the welfare of children, young people and adults and expects all staff and volunteers to share this commitment.
The Trust takes an active responsibility for ensuring systems, policies and processes are in place to safeguard Children, young people and Adults, supporting the national and local agenda around safeguarding, including local arrangements for the protection of children young person and adults at risk.
Job description
Job responsibilities
Communication
- To maintain excellent working relationships with CCCs staff and also peripheral clinic staff at all times.
- To ensure an efficient service for Clinicians and patients
- To work closely with the clerical staff to ensure that they have clear instructions of the requirements of the Consultants and their clinical teams.
- To liaise with the Assistant Service Managers & Administration Service Lead to ensure that effective working relationships are maintained across sites.
Analytical and Judgement Skills
- The treatment of cancer is complex. Secretaries are required to understand the treatment processes as well as those which pertain to particular tumour sites for which their Consultant has responsibility.
- To judge when to ask for advice and assistance when dealing with staff patient related issues in order to avoid errors
- To correctly analyse information when entering data
Planning and Organisational Skills
- To make on-line clinic appointments for patients when requested
- To monitor Clinics and ensure they are manageable for Consultants and do not exceed patient waiting times.
- To hasten the receipt of investigative results at CCC and peripheral hospitals and bring promptly to the attention of all Consultants all results, particularly those of key importance and abnormality.
- To record and monitor results
- To provide cover for absent colleagues in liaison with their colleagues and as requested by the Assistant Service Manager or Administrative Service Lead.
- Maintain a current set of working instructions on their clinicians practice
- Maintain a current set of working instructions for their own role to assist their colleagues
- To adhere strictly to the standard procedure for ensuring documents are uploaded to the Electronic Patient Record (EPR).
- Peripheral clinics add a considerable work burden in that there is no common PAS and appointment system in the Merseyside and Cheshire catchment area which the Trust covers. Some clinics, particularly joint ones, are controlled by peripheral hospitals and CCC staff rely on external clinic staff for data so that the clinics can operate efficiently. It is the secretarys responsibility to ensure that the clinics are effectively organised with staff at the host Trusts.
- Whilst clinical work is the priority, the secretary provides a PA role which includes maintaining a diary, preparing training material, typing medical reports and other duties on request.
- Complete all mandatory training within deadline and maintain 100% compliance.
Physical Skills
- To type from audio all correspondence and documentation relating to in-patient and out-patient episodes
Responsibility for Patient and Client Care
- To handle calls from anxious patients and relatives using skill and discretion; to take messages for clinical staff and give appropriate information
- To liaise with the Private Patient Officer re Private Patients and overseas visitors
- To action promptly all patient related treatment requests and ensure that they are delivered to the relevant departments/hospitals so that the patient journey is seamless.
- The secretaries provide a vital link to maintain goodwill working relationships with peripheral hospitals so that patient treatment does not suffer.
Responsibility for Policy and Service Development
- To observe procedures, standards and policy at all times
- To recommend and share good practice with the Assistant Service Managers who can disseminate same throughout the Department
Responsibility for Financial and Physical Resources
- To use office equipment efficiently to ensure its maximum lifetime
Responsibility for Human Resources
- To participate in the induction and training of all new staff to ensure they can complete their duties competently.
- To participate in the departmental team culture at all times to ensure that work is completed in a timely manner
- To participate in the induction of new and agency staff by instruction and supervision of their work
Responsibility for Information Resources
- To update demographic information on the Electronic Patient Record.
- To impart knowledge to staff at CCC and peripheral hospitals to assist them in their roles and improve patient care
Responsibility for Research and Development
- To participate in internal and external audits/assessments as required
- To operate under own initiative within the Departmental and Trust framework
Full training will be given in our clinical information system and opportunities exist to extend your knowledge of CCC and understand the work it does and enrich the secretarial role. You will be educated to GCSE level and hold RSA 2 typing or equivalent. You will also have experience of medical terminology and preferably hold the Medical Terminology Certificate. A working knowledge of Microsoft packages is a distinct advantage. The role requires organisational and administrative skills plus the ability to work under pressure. Teamwork is vital to this role as we are looking for a strong team player. Flexibility, tact, enthusiasm and a positive attitude to work are already part of our team structure and we are looking for the right person who can contribute to our department.
Clatterbridge Cancer Centre NHS Foundation Trust is committed to safeguarding and promoting the welfare of children, young people and adults and expects all staff and volunteers to share this commitment.
The Trust takes an active responsibility for ensuring systems, policies and processes are in place to safeguard Children, young people and Adults, supporting the national and local agenda around safeguarding, including local arrangements for the protection of children young person and adults at risk.
Person Specification
Education Qualifications
Essential
- GCSE Grade C or above in Maths and English or equivalent
- RSA Typing III and audio or equivalent
- AMSPAR/BSMS Certificate or 4 years equivalent experience
Desirable
Knowledge
Essential
- Medical Terminology or equivalent experience
- Office Procedures
- Confidentiality & Data Protection Legislation
Desirable
- Medical Records knowledge
Experience
Essential
Desirable
- Experience working in healthcare environment
Person Specification
Education Qualifications
Essential
- GCSE Grade C or above in Maths and English or equivalent
- RSA Typing III and audio or equivalent
- AMSPAR/BSMS Certificate or 4 years equivalent experience
Desirable
Knowledge
Essential
- Medical Terminology or equivalent experience
- Office Procedures
- Confidentiality & Data Protection Legislation
Desirable
- Medical Records knowledge
Experience
Essential
Desirable
- Experience working in healthcare 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.
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).
Additional information
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).
