Job summary
Moorfields Eye Hospital NHS Foundation Trust invites applications for the post of Medical Secretary/Audio Typist based at City Road. The post is to begin in October 2023, on a full time, fixed term basis. The post-holder will work with the scientific and clinical team to ensure the delivery of a seamless service for patients referred to the department for their care. This involves the typing of highly scientific reports, maintenance of patients records and supervision of clerical duties within the department.
PROBATIONARY PERIOD
This post will be subject to a probationary period of 6 months.
During the probationary period, your suitability for continued employment will be assessed and provided a satisfactory standard is achieved and maintained, your employment will be confirmed.The probationary period may be extended or your employment terminated either during or at the end of probation, in line with the trust Probationary Policy. For the duration of the probation period, the notice period will be in line with contractual obligations on either side.
Main duties of the job
The post holder will work with the scientific and clinical team to ensure the delivery of a seamless service for patients referred to the department for their care.
Key duties include providing an efficient, high quality specialised secretarial support service to department, maintaining information on the clinical system, typing patient reports and dealing directly with telephone enquiries from users and referring clinicians plus general administrative and secretarial duties.
About us
Based in the vibrant and fast developing high tech quarter centred around City Road, Hoxton and Shoreditch, we have:
- A lively working atmosphere
- Easy and quick transport links
- Affordable housing in the coolest new developments right on the doorstep
- Career development opportunities for staff at all levels
- A range of attractive benefits that include eye care, generous holidays, and an excellent pension scheme.
Job description
Job responsibilities
THE POST
The post holder will work with departmental and related teams to ensure the delivery of an effective eye pathology service.
Key duties include providing an efficient, high quality support service to the department, liaising with service users and other directorates, and general administrative and secretarial duties.
The Clinical Administrator is the liaison point for users of the Department of Eye Pathologys services. As such, they must be able to maintain a professional attitude when dealing with medical and legal matters, occasionally involving the non-accidental injury of children and infants. The postholder must be comfortable with discussion regarding, and handling of, pathological specimens and respectful of patient confidentiality at all times.
The post offers the opportunity to be fully involved and the postholder will be a key member of a committed team who serve the needs of NHS and private patients, Institute research staff, the police and medical staff and patients abroad. The successful candidate is expected to have the ability and commitment to expand the role as required in response to changing needs, supporting the Department of Eye Pathology in its delivery of excellent service.
KEY RELATIONSHIPS
Consultants and Junior Medical Staff, Nursing Staff, Allied Health Professionals, Administrative and Clerical Support Staff, Professional and Technical Staff, clinical Ophthalmic service, Heads of Department, Operational Lead, Clinical Director.
MAIN RESPONSIBILITIES:
- Day-to-day administrative and secretarial These include receiving and sending email and mail, filtering incoming calls, drafting correspondence, ordering and maintaining a supply of office consumables, audio typing, sending packages, filing and file system management including the scanning of documents and maintaining a contacts database.
- Entering details of pathology specimens received into the Laboratory Information Management System (LIMS).
- Transcribing (typing) histopathology reports into the LIMS and distributing authorised reports to service users.
- Maintaining an accurate filing system for pathology reports and related documentation. Filing of records and (non-hazardous) diagnostic material and retrieving records and material from file as needed.
- Generating reports from the LIMS on matters of clinical relevance (e.g. different sources of specimens, turnaround times, lists of cases with a specific diagnosis). This duty includes submitting regular monthly NHS returns and identifying cases for the Cancer Registry.
- Telephone liaison for hospitals and others (e.g. police) queries regarding pathology results and possession of tissue.
- Liaising with external parties regarding cases/charges for private and extracontractual work.
- Assisting departmental staff in the prioritisation of cases to be reported. This includes identifying outstanding (non-reported) cases.
- Liaising with external Trusts and laboratories over dispatch and receipt of cases for diagnosis in the UK and abroad.
- Assisting administratively in meetings of the Department of Eye Pathology, including taking minutes when required.
- Organising internal diagnostic audit and facilitating audits for the wider Trust.
- Acting as a central point of contact for the Department.
- Circulating all-staff emails on behalf of the Department.
- Carrying out any other duties as are within the scope, spirit and purpose of the job, the title of the post and its grading as requested by the Head of Department.
OTHER DUTIES:
- Be familiar with, and ensure compliance to, the Trusts Health & Safety and Infection Control policies.
- Maintain a safe working environment for self, all other staff members, patients, and their relatives.
- Keep areas clean and free from clutter.
- Report all adverse incidents via trust Safeguarding reporting system.
- Keep up to date with all mandatory training.
- Attend regular staff meetings in the Pathology department.
- To be an active and engaged member of the team, helping wherever needed with good teamwork and bearing.
Job description
Job responsibilities
THE POST
The post holder will work with departmental and related teams to ensure the delivery of an effective eye pathology service.
Key duties include providing an efficient, high quality support service to the department, liaising with service users and other directorates, and general administrative and secretarial duties.
The Clinical Administrator is the liaison point for users of the Department of Eye Pathologys services. As such, they must be able to maintain a professional attitude when dealing with medical and legal matters, occasionally involving the non-accidental injury of children and infants. The postholder must be comfortable with discussion regarding, and handling of, pathological specimens and respectful of patient confidentiality at all times.
The post offers the opportunity to be fully involved and the postholder will be a key member of a committed team who serve the needs of NHS and private patients, Institute research staff, the police and medical staff and patients abroad. The successful candidate is expected to have the ability and commitment to expand the role as required in response to changing needs, supporting the Department of Eye Pathology in its delivery of excellent service.
KEY RELATIONSHIPS
Consultants and Junior Medical Staff, Nursing Staff, Allied Health Professionals, Administrative and Clerical Support Staff, Professional and Technical Staff, clinical Ophthalmic service, Heads of Department, Operational Lead, Clinical Director.
MAIN RESPONSIBILITIES:
- Day-to-day administrative and secretarial These include receiving and sending email and mail, filtering incoming calls, drafting correspondence, ordering and maintaining a supply of office consumables, audio typing, sending packages, filing and file system management including the scanning of documents and maintaining a contacts database.
- Entering details of pathology specimens received into the Laboratory Information Management System (LIMS).
- Transcribing (typing) histopathology reports into the LIMS and distributing authorised reports to service users.
- Maintaining an accurate filing system for pathology reports and related documentation. Filing of records and (non-hazardous) diagnostic material and retrieving records and material from file as needed.
- Generating reports from the LIMS on matters of clinical relevance (e.g. different sources of specimens, turnaround times, lists of cases with a specific diagnosis). This duty includes submitting regular monthly NHS returns and identifying cases for the Cancer Registry.
- Telephone liaison for hospitals and others (e.g. police) queries regarding pathology results and possession of tissue.
- Liaising with external parties regarding cases/charges for private and extracontractual work.
- Assisting departmental staff in the prioritisation of cases to be reported. This includes identifying outstanding (non-reported) cases.
- Liaising with external Trusts and laboratories over dispatch and receipt of cases for diagnosis in the UK and abroad.
- Assisting administratively in meetings of the Department of Eye Pathology, including taking minutes when required.
- Organising internal diagnostic audit and facilitating audits for the wider Trust.
- Acting as a central point of contact for the Department.
- Circulating all-staff emails on behalf of the Department.
- Carrying out any other duties as are within the scope, spirit and purpose of the job, the title of the post and its grading as requested by the Head of Department.
OTHER DUTIES:
- Be familiar with, and ensure compliance to, the Trusts Health & Safety and Infection Control policies.
- Maintain a safe working environment for self, all other staff members, patients, and their relatives.
- Keep areas clean and free from clutter.
- Report all adverse incidents via trust Safeguarding reporting system.
- Keep up to date with all mandatory training.
- Attend regular staff meetings in the Pathology department.
- To be an active and engaged member of the team, helping wherever needed with good teamwork and bearing.
Person Specification
Essential
Essential
- oEducated to GCSE level (including English and Maths to GCSE A-C), or equivalent qualifications
Desirable
- oEvidence of continuing education and development
- oExperience of working in a busy and demanding customer facing role
Essential
Essential
- oExcellent IT skills, experience using the full range of Microsoft Office Suite
Essential
Essential
- Proven post qualifying experience in a comparable medical secretarial role, including experience of typing clinics from audio tapes and providing organisation and support to one or more clinicians
Person Specification
Essential
Essential
- oEducated to GCSE level (including English and Maths to GCSE A-C), or equivalent qualifications
Desirable
- oEvidence of continuing education and development
- oExperience of working in a busy and demanding customer facing role
Essential
Essential
- oExcellent IT skills, experience using the full range of Microsoft Office Suite
Essential
Essential
- Proven post qualifying experience in a comparable medical secretarial role, including experience of typing clinics from audio tapes and providing organisation and support to one or more clinicians
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
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).
