REI Medical Secretary

Job description

Job responsibilities

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

1. Following the introduction of voice recognition technology and Medisight, to take responsibility for clinic admin preparation and distribution in a timely and effective manner.

2. Responsible for the full secretarial and administrative service to the consultant(s) and their medical team (as appropriate).

3. Prioritise own workload.

4. Ensure accurate messages are taken for consultant(s) team and delivered in a timely manner.

5. Undertake routine office duties including note tracing, photocopying, and filing of correspondence and results and maintenance of records as required.

6. Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.

7. Ensure all hospital case notes are traced into and out of the department accurately on IPM. Obtain/forward case notes to/from other Trusts as and when required.

8. Be responsible for dealing with all correspondence by keeping a satisfactory record/filing system and ensure all clinic typing is held on the shared drive appropriately named and in the correct folder.

9. Collate results with patient casenotes, ensuring that they are seen and actioned promptly by the relevant clinician.

10. Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.

11. Maintain an up to date diary for the Consultants/team. Inform relevant staff of cancelled and reduced theatre and outpatient sessions due to Consultant leave, junior doctors leave, on-call commitments, CME, Audit and Directorate meetings etc.

12. Ensure effective communication with all members of the team.

13. Provide support in respect of consultants clinical audit responsibilities.

14. Ensure outpatient referrals are managed in accordance with the Trusts Waiting List Policy.

15. Required to cover for other colleagues during annual leave/sickness or peak workloads.

16. Ensure that clinic follow up administration is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list as appropriate and internal referrals to other Consultants/departments.

17. Ensure timely typing and despatch of outpatient letters to GPs in accordance with Trust policy.

18. Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner.

19. Ensure that all results, reports and letters are actioned in accordance with Trust Policy and filed accurately in medical notes.

20. Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.

21. Ensure Choose and Book referrals are processed in line with Trust Policy.

22. Be responsible for liaising with the peripheral hospitals, admin and clinical teams to ensure all patients seen by the Consultants are registered on IPM and treated in a timely manner.

23. Supervise the training of support staff.

24. The post holder will undertake any other duties commensurate with the role and grade for this post.

Person Specification

Aptitude and Abilities

Essential

• Demonstrable ability to accurately touch type.
• Excellent communication and interpersonal skills.
• Proven ability to proof read documents quickly and accurately.

Other factors

Essential

• Flexibility to cover colleagues during absences.
• Proven ability to promote best practice in health, safety and security.

Attitude and Motivation

Essential

• Ability to work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines
• Ability to effectively communicate with difficult/distressed patients in a sensitive and empathetic manner.
• Proactive, takes own initiative.

Desirable

• Willingness to learn and develop in a challenging environment

Qualifications

Essential

• NVQ Level 3 in Business and Administration or demonstrable equivalent experience

Desirable

• Typing to OCR 3 (or above) standard or equivalent
• ECDL
• AMSPAR Qualification Recognised medical secretary qualifications and/or equivalent

Knowledge and Experience

Essential

• Demonstrable experience in an administration role
• Demonstrable an understanding of the importance of confidentiality
• Demonstrable experience in the use of Microsoft packages i.e. Word, Excel, Powerpoint.

Desirable

• Previous demonstrable experience in a large clinical setting
• Proven knowledge of patient management systems.

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).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

REI

Alpha Way

Plymouth

PL6 5ZF

Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)