Job responsibilities
. JOB PURPOSE/SUMMARY
To
provide a consistent and high-quality Secretarial service to a group of
Clinicians and their teams. The Senior Medical Secretary will arrange and
minute key meetings in the department as well as providing support to the
Patient services Coordinator, ensuring KPIs for typing is adhered to and the
coordination of the wider secretarial team, collating annual leave,
undertaking return to works and ensuring cover within the team.
. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
The
post-holder will:
Provide a wide-ranging PA service
to a group of clinicians (the number of which will be determined by
Departmental requirements and the job plan commitments of the clinical team
concerned).
Coordinate and supervise the
day-to-day activities and workload of a team of medical secretaries (and work
closely with relevant PSC/Assistant PSCs as appropriate).
Support the Team Medical
Secretaries to ensure that service provision meets relevant quality
standards.
Be the departmental
super-user/system administrator for voice recognition and digital dictation.
Take a lead in developing new
systems and processes to support on-going service delivery and the
maintenance of a high-quality service for the patients of Leeds and beyond.
Senior
Medical Secretary role
In managing diaries for the
clinical team, the post holder will be expected to co-ordinate the
cancellation or alternative provision of outpatient activity ensuring the
communication meets Trust targets where appropriate and escalating to the
PSC/Business Manager in cases where the cancellation of clinical activity may
prevent national targets from being met.
Supervise a small team of medical
secretaries, and related clerical support staff, including the allocation of
work and the organisation of daily departmental cover.
Managing and prioritising
departmental workload on a day-to-day basis.
On a regular basis to review
relevant waiting time reports (e.g.18-week reports) for the Consultants
responsible for ensuring in all cases that the next steps for the patient are
identified and booked. Where this is not possible to liaise with the Business
Manager/PSC for appropriate action to be undertaken.
To support the clinical teams in
the delivery of excellent patient care by actively working with colleagues
and other Departments to ensure that all patients registered within the
service are proactively supported through their patient journey (This would
include but is not limited to liaising with the relevant MDT teams about
fast-track patients and escalating clinically urgent patients to the relevant
staff groups for action where required).
Ensuring all phone calls are
answered within the department during core office hours.
Opening and dealing with
departmental post and allocating resulting work to appropriate staff.
Monitoring turnaround times for
clinical correspondence and taking corrective action as required, in
conjunction with the assistant PSC/PSC, in order to meet 5-day turnaround
standard.
Participate in yearly appraisals
for the team medical secretaries together with the PSC/Business Manager to
support on-going staff development
Providing PSC/Business Manager and
Consultant staff with relevant information relating to administrative
service.
Take minutes at secretarial staff
meetings and attending other administrative meetings as required.
Undertake duties required as the
administrator and super user for the digital dictation/voice recognition
system including identifying new workflows, updating workflows as required,
and providing general advice on the system to team secretaries.
Responsible for ensuring office
equipment is in working order and office supplies are maintained and
replenished.
PA/Administrative
Support (non-clinical) to Consultant/Clinical Team
Provide a comprehensive PA service
to the Lead Clinician and other medical colleagues.
Taking phone calls and covering
departmental phones when required.
Deal directly with patient
enquiries on behalf of consultant/clinical team.
Co-ordination of annual leave for
consultants, liaising with the Business Manager for approval and then
completing the necessary documentation to organise the cancellation of
outpatient activity as required.
Administration duties to support
departmental clinical audit and clinical governance where required, such as
the collation of information for reports.
Diary management for consultant
staff including organising meetings, preparing meeting paperwork and taking
minutes as required.
Organising travel arrangements for
consultant staff.
Other general administrative duties
that may be required to fulfil the role.
. THE LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values.
Additionally,
the following are core values which relate specifically to this post:
This
is a senior secretarial role and as such the individual will be expected to
work independently as well as part of a team.
The individual should be patient focused, professional, and flexible
in their approach to work.
