Job summary
A fantastic opportunity has arisen for a Medical Secretary to work in the Haematology Department based at the Royal Hallamshire Hospital for a Medical Secretary
We are seeking a motivated, positive individual to become part of the Haematology secretarial team. You will have previous Medical Secretarial or secretarial support experience and be responsible for the provision of medical audio-typing services, consultant diary management and the monitoring of patient pathways. You will also act as a point of liaison between patients, GPs, other staff and outside agencies.
Main duties of the job
To provide a comprehensive and efficient medical secretary service for the Department of Haematology.
Deal with telephone enquiries, mail/e-mail promptly and efficiently.
Communicate clearly and effectively with all internal and external Health Care Professionals and other clerical staff
To contribute to, and act upon new ideas and practices that improves the quality of the service and to become involved in developments by participating in meetings as appropriate.
About us
The Department of Haematology is within the Sheffield Teaching Hospital Directorate of Communicable Diseases and Specialised Medicine.
The Clinical Haematology department caters for patients with diseases of the blood, both malignant and non-malignant, and provides comprehensive diagnostic services and continuing management to patients.
Job description
Job responsibilities
- Provide a quality secretarial service to the consultant and their team and be responsible for the effective and efficient maintenance and development of systems and procedures to support the service.
- Maintain electronic and/or paper diaries with the authority to commit or deny time in agreement with consultant. Using initiative and judgement to prioritise their commitments and workload to ensure service runs smoothly.
- To be responsible for the delivery of accurately typed patient letters relating to clinic appointments, test results, re-referrals, clinical advice and discharge summaries, from audio, shorthand, longhand, or verbal dictation.
- Responsible for checking availability of outstanding results within agreed timescales, and bringing to the attention of the consultant. Exercise judgement within protocols to determine urgency and ensure effective systems in place to ensure that patient is given appropriate follow-up appointment where required.
- Act as first point of contact for patients, relatives, carers, GPs, consultants (internal and external), medical staff (internal and external) community staff (including nursing), nursing staff, administrative staff.
- Responsible for all other typing for the consultant and their team including: all MDT related correspondence (minutes, instructions and follow-up actions), protocols, research papers, educational material and abstracts.
- Using initiative and judgement compose and type general correspondence, where necessary on consultants behalf.
- Service several meetings including: arranging venues and refreshments, producing agendas, taking minutes, typing and distributing of minutes including attachments to internal and external staff. Act upon any instruction from the meeting where required and keep formal record of all meetings.
- Communicate clinic cancellations, reductions or other alterations to clerical and medical staff in line with Directorate policy.
- Arrange admissions to hospital, transport and liaise with patients.
- Book treatment, investigations and outpatient appointments.
- Access Lorenzo to confirm and update information.
Job description
Job responsibilities
- Provide a quality secretarial service to the consultant and their team and be responsible for the effective and efficient maintenance and development of systems and procedures to support the service.
- Maintain electronic and/or paper diaries with the authority to commit or deny time in agreement with consultant. Using initiative and judgement to prioritise their commitments and workload to ensure service runs smoothly.
- To be responsible for the delivery of accurately typed patient letters relating to clinic appointments, test results, re-referrals, clinical advice and discharge summaries, from audio, shorthand, longhand, or verbal dictation.
- Responsible for checking availability of outstanding results within agreed timescales, and bringing to the attention of the consultant. Exercise judgement within protocols to determine urgency and ensure effective systems in place to ensure that patient is given appropriate follow-up appointment where required.
- Act as first point of contact for patients, relatives, carers, GPs, consultants (internal and external), medical staff (internal and external) community staff (including nursing), nursing staff, administrative staff.
- Responsible for all other typing for the consultant and their team including: all MDT related correspondence (minutes, instructions and follow-up actions), protocols, research papers, educational material and abstracts.
- Using initiative and judgement compose and type general correspondence, where necessary on consultants behalf.
- Service several meetings including: arranging venues and refreshments, producing agendas, taking minutes, typing and distributing of minutes including attachments to internal and external staff. Act upon any instruction from the meeting where required and keep formal record of all meetings.
- Communicate clinic cancellations, reductions or other alterations to clerical and medical staff in line with Directorate policy.
- Arrange admissions to hospital, transport and liaise with patients.
- Book treatment, investigations and outpatient appointments.
- Access Lorenzo to confirm and update information.
Person Specification
Qualifications
Essential
- oGCSE English grade A-C or equivalent
- oOCR Level 3 Word Processing or equivalent
Desirable
- oDiploma of Association of Medical Secretaries
- oOCR 3 Medical Audio Typing
- ECDL or equivalent
Experience
Essential
- oPrevious medical/ clinical secretarial experience
- oWorking knowledge of Microsoft Office applications, in particular Word and Excel
Desirable
- oPrevious NHS experience
- oExisting knowledge of medical terminology
- oMinute taking
- oExperience of MDT
Further Training
Essential
- oLorenzo training
- Digital Dictation training
Special Skills/Apptitude
Essential
- oAbility to work on own initiative
- oExcellent Organisational skills
- oMethodical approach
- oAbility to work both as part of a team and independently
- oKnowledge of office practice and procedures
- oKnowledge of Microsoft Office Packages
- oGood interpersonal skills and communication skills
- oGood key board skills with accuracy and attention to detail
- oAbility to work under limited supervision and use own initiative
- oReliable, calm and able to work under pressure
Other factors
Essential
- oAbility to work flexibly
- oDemonstrate an understanding of confidentiality.
Person Specification
Qualifications
Essential
- oGCSE English grade A-C or equivalent
- oOCR Level 3 Word Processing or equivalent
Desirable
- oDiploma of Association of Medical Secretaries
- oOCR 3 Medical Audio Typing
- ECDL or equivalent
Experience
Essential
- oPrevious medical/ clinical secretarial experience
- oWorking knowledge of Microsoft Office applications, in particular Word and Excel
Desirable
- oPrevious NHS experience
- oExisting knowledge of medical terminology
- oMinute taking
- oExperience of MDT
Further Training
Essential
- oLorenzo training
- Digital Dictation training
Special Skills/Apptitude
Essential
- oAbility to work on own initiative
- oExcellent Organisational skills
- oMethodical approach
- oAbility to work both as part of a team and independently
- oKnowledge of office practice and procedures
- oKnowledge of Microsoft Office Packages
- oGood interpersonal skills and communication skills
- oGood key board skills with accuracy and attention to detail
- oAbility to work under limited supervision and use own initiative
- oReliable, calm and able to work under pressure
Other factors
Essential
- oAbility to work flexibly
- oDemonstrate an understanding of confidentiality.
