Medical Secretary (XN04)

Job description

Job responsibilities

JOB PURPOSE

The post holder will provide a comprehensive medical secretarial service to the Consultant and the medical team. They will support and administer processes to sustain the Consultants practice through administrative protocols, processes and procedures in line with service needs. They must be able to communicate sensitively and effectively with a wide range of people including patients, medical staff and colleagues. The secretary may be required to cover for colleagues during absence and work flexible hours when necessary.

JOB SUMMARY

The post holder will be responsible for ensuring clinical correspondence and administrative tasks aligned to a Consultants practice are maintained to ensure that internal and National standards/targets are met. The post holder may be required to deputise and assume supervisory responsibilities during periods of absence. To ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection and confidentiality.

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

- Work closely with the consultant and his team, clerical, secretarial and other Trust staff to ensure the delivery of a co-ordinated and consistent operational management service.

- Drafting standard clinical letters on behalf of the Consultant prior to checking and signing by the Consultant.

- Provide and receive routine information requiring tact/provision of sensitive information.

- Exchange information with patients and staff for appointments, admissions and meetings verbally, in person and in written format.

- Filing correspondence and results of tests/investigations in a timely manner and liaising with the Consultant with reference to these results.

- Supporting the consultant in his/her wider role eg medical committees, research activities, producing publications, in role of Regional Adviser etc.

- Compiling and collating data from various sources, following up contributions to publications etc. including assembling information in an appropriate format for the Consultant.

- Creating and maintaining appropriate record systems.

- Using a range of IT skills to support the clinical work of the consultant eg development of databases and spread sheets, inputting and reporting from these on a regular basis and preparation of power point presentations.

- Provide training and support to clerical or trainee staff and to new/temporary staff, checking their work and allocating work to ensure the most urgent work is given priority.

- Liaising with patients, general practitioners and hospital staff.

- Respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and taking responsibility for any follow-up action.

- Handling the administrative process for the admission of patients and liaising with appropriate colleagues to achieve the smooth and timely admission of the patient.

- Give support to ensure effective running of all clinics by taking to and collecting from the clinical areas all information relevant to patients attending that clinic.

- Support administrative processes where clinics need re-scheduling.

- Work as part of the administration team and, when necessary, provide interdepartmental cover, where appropriate and in discussion with the line manager.

- Comply with the requirements dictated by regulatory bodies and their code of practice throughout all disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS.

Other duties as applicable:

- Maintain an accurate and up-to-date waiting list/patient target list (PTL) under the instruction of the consultant/s.

- Maintaining an efficient process for ensuring that all results are received, seen by a doctor, actioned and available in patients medical case notes when attending clinic.

- The post-holder may be expected to deputise in a supervisory capacity as and when required.

Person Specification

Experience

Essential

• Experience in a healthcare environment in a PA or similar role e.g. as a Team Medical Secretary
• A good understanding of the principles of data quality
• Co-ordinating and managing a team workload
• Using a variety of Microsoft office packages including word, excel and PowerPoint and e mail
• Using Trust based information systems such as PAS
• Diary management
• Organising and administrating meetings

Desirable

• An understanding of medical careers and junior doctor rotation
• Previous healthcare experience
• Using other Trust based information systems such as PPM for a variety of purposes

Qualifications

Essential

• Audio typing/word processing skills (RSA III) or equivalent experience
• GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2 qualification) English and Maths

Skills & behaviours

Essential

• Interpersonal and communication skills
• Organisational skills and time management
• The ability to work as part of a team
• Ability to deal with patients/customers either face to face, or over the phone in an appropriate and supportive manner
• Ability to communicate sensitively with a wide range of people including patients, using tact and diplomacy

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.

Employer details

Employer name

Leeds Teaching Hospitals

Address

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX

Employer's website

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