Job summary
The Breast Unit is seeking to appoint a Medical Secretary on a part-time, permanent basis. You will provide administrative and general support for the Consultants and all clinical team members within the department.
In addition, you will be responsible for ensuring that all clinical correspondence is processed and dispatched within agreed time limits.
Main duties of the job
- To process information appropriately resulting from outpatient and inpatient episodes within agreed time limits
- To act as a central point of contact for patients / GP's / internal and external staff, regarding confidential and sensitive patient information.
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To provide support within the department during periods of annual leave, sickness and in times of additional activity.
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To ensure that confidentiality and data protection is adhered to at all times and ensure that patient data is recorded accurately.
About us
The Princess Alexandra Hospital NHS Trust (PAHT) provides a full range of general acute, outpatient and diagnostic services at The Princess Alexandra Hospital in Harlow, the Herts and Essex Hospital in Bishop's Stortford, and St Margaret's Hospital in Epping.
We employ 3,500 staff and serve a local population of around 350,000 people living in west Essex and east Hertfordshire, centred on the M11 corridor and the towns of Harlow, Bishop's Stortford and Epping. Our extended catchment area incorporates a population of up to 500,000 and includes the areas of Hoddesdon, Cheshunt and Broxbourne in Hertfordshire.
Our Values
The Princess Alexandra Promise to our patients as identified by our 3 values which will contribute to improving our patient experiences:
Patient at heart - Always holding the patient and their wellbeing at the centre of our thoughts and efforts
Everyday excellence - Sharing and celebrating our successes, being honest when we get it wrong, giving us the ability to learn from both
Creative collaboration - Knowing strength comes from diversity, we combine our experiences, skills and talents, working together to find new and better ways to care
The Trust believes in investing in all our staff and rewarding high standards of care whilst building for excellence and in return we expect our staff to uphold the Trust values to the highest level.
Job description
Job responsibilities
- Receiving queries by phone / email and resolving concerns in a tactful and diplomatic manner, using own initiative and judgement and liaising with the Breast Service Management where necessary
- Responsible for ensuring that all clinical correspondence is processed and dispatched within agreed time limits
- Ensuring that the follow-through on all patients is complete, e.g. further appointments and referrals have been made, scans have been requested / booked, and all enquires are followed-up
- To provide secretarial support within the department during periods of sickness, annual leave and in time of additional back up
- Opening and sorting consultants mail, using initiative and actioning appropriately, and passing to consultant for medical input where appropriate. Ensure action is taken
- Obtaining relevant patient information at the request of Consultants or where otherwise necessary
- To provide admin / typing cover for colleagues when necessary.
- Set up and maintain appropriate filing and bring forward systems to ensure effective and efficient working practices are in place
- General photocopying, filing, faxing of documents / medical notes, as required
- Use of hospital systems Cosmic, e-Letters, and other hospital systems relevant to the role
- To uphold and maintain Trust policies and procedures
- To deal professionally when exposed to distressing circumstances
- Any other duties that may be required to ensure the smooth running of the service.
Job description
Job responsibilities
- Receiving queries by phone / email and resolving concerns in a tactful and diplomatic manner, using own initiative and judgement and liaising with the Breast Service Management where necessary
- Responsible for ensuring that all clinical correspondence is processed and dispatched within agreed time limits
- Ensuring that the follow-through on all patients is complete, e.g. further appointments and referrals have been made, scans have been requested / booked, and all enquires are followed-up
- To provide secretarial support within the department during periods of sickness, annual leave and in time of additional back up
- Opening and sorting consultants mail, using initiative and actioning appropriately, and passing to consultant for medical input where appropriate. Ensure action is taken
- Obtaining relevant patient information at the request of Consultants or where otherwise necessary
- To provide admin / typing cover for colleagues when necessary.
- Set up and maintain appropriate filing and bring forward systems to ensure effective and efficient working practices are in place
- General photocopying, filing, faxing of documents / medical notes, as required
- Use of hospital systems Cosmic, e-Letters, and other hospital systems relevant to the role
- To uphold and maintain Trust policies and procedures
- To deal professionally when exposed to distressing circumstances
- Any other duties that may be required to ensure the smooth running of the service.
Person Specification
Qualifications
Essential
- To be numerate and literate with a good basic education (with English at grade C or above)
- To have experience of medical terminology and RSAII or equivalent
Experience
Essential
- To have at least two years recent secretarial experience including audio transcription, word processing skills, and computer literacy
- To be familiar with the NHSBSP clerical protocols and guides to Good Office Practice and help implement them fully
Desirable
- NHS experience
- Experience of using BigHand Digital System, E-Letter, Cosmic
Skills
Essential
- Good understanding of the importance of confidentiality and the implications of non-compliance
- Word processing skills
- Computer literacy
- Basic literacy and numeracy
Person Specification
Qualifications
Essential
- To be numerate and literate with a good basic education (with English at grade C or above)
- To have experience of medical terminology and RSAII or equivalent
Experience
Essential
- To have at least two years recent secretarial experience including audio transcription, word processing skills, and computer literacy
- To be familiar with the NHSBSP clerical protocols and guides to Good Office Practice and help implement them fully
Desirable
- NHS experience
- Experience of using BigHand Digital System, E-Letter, Cosmic
Skills
Essential
- Good understanding of the importance of confidentiality and the implications of non-compliance
- Word processing skills
- Computer literacy
- Basic literacy and numeracy
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.
