Job summary
We are looking for an enthusiastic, talented medical secretary to join our small and friendly administration team based at our Wythenshawe Hospital site .
Main duties of the job
Liaising with patients and other service users to support clinics, providing day to day secretarial and administrative services to the chemical pathologists within the Biochemistry department, employing advanced audio typing skills with the use of medical terminology and using Hive; our brand-new Electronic Patient Record system which launched in September 2022
About us
MFT is England's largest NHS Trust with a turnover of £2.6bn & is on a different scale than most other NHS Trusts. We're creating an exceptional integrated health & social care system for the 1 million patients who rely on our services every year.
Bringing together 10 hospitals & community services from across Manchester, Trafford & beyond, we champion collaborative working & transformation, encouraging our 28,000 workforce to pursue their most ambitious goals. We set standards that other Trusts seek to emulate so you'll benefit from a scale of opportunity that is nothing short of extraordinary.
We've also created a digitally enabled organisation to improve clinical quality, patient & staff experience, operational effectiveness & driving research and innovation through the introduction of Hive; our brand-new Electronic Patient Record system which we've launched in September 2022.
We're proud to be a major academic Research Centre & Education provider, providing you with a robust infrastructure to encourage and facilitate high-quality research programmes. What's more, we're excited to be embarking on our new Green Plan which will set out how MFT continues to play its part in making healthcare more sustainable.
At MFT, we create and foster a culture of inclusion and belonging, provide equal opportunities for career development that are fair, open and transparent, protecting your health and wellbeing and shaping the future of our organisation together.
Job description
Job responsibilities
JOB PURPOSE
The post-holder is responsible for providing day to day secretarial and administrative services to the chemical pathologists within the Biochemistry department, employing advanced audio typing skills with the use of medical terminology. The post-holder will be required to follow policies and procedures and communicate effectively as appropriate.
The post-holder may be required to assist/supervise junior office staff as appropriate.
KEY DUTIES AND RESPONSIBILITES
- Sorting and distribution of incoming mail both electronic and paper form, ensuring all supporting documentation i.e notes, x-rays and results are available for the medical staff to review.
- Routine processing of letters, reports and materials ensuring Trust and departmental deadlines are met.
- Ensuring urgent matters are brought to the attention of the appropriate person in a timely fashion reporting any problems or issues to senior staff and seeking clarification if unsure of procedure/s.
- Responsible for the timely processing of referrals, including using Choose and Book and involving the prioritising by medical staff and ensuring that the 2/52 cancer target is met where appropriate.
- Arranging investigations/appointments within the Trust and outside as and when required.
- The post-holder would be expected to demonstrate office procedures to new staff.
- The post-holder would be expected to commit to on the job learning, where necessary i.e. expansion of medical terminology knowledge, relevant policies and procedures.
- Liaising with GPs regarding referral/results to ensure that the minimum data set is recorded on HIVE
- Maintain a pending file of patients awaiting investigation results chasing up outstanding results as and when necessary. Ensuring that all documents are present and correct in time for clinic appointments.
- Filing investigation reports post review and sign off by the medical teams.
- Arranging meetings and diary management, this may include junior medical staff.
- Dealing with telephone enquiries, promptly and communicating accordingly thereafter.
- Dealing with all patients and their relatives/carers in a caring and professional manner, providing admission/appointment information where appropriate.
- Dealing with the waiting lists of the Consultant / clinical team as and when required.
- Monitoring and maintaining waiting lists in conjunction with the waiting list clerks.
- Maintaining stationery stock.
- Undertaking routine clerical duties and any other tasks relevant to the role as requested as and when required.
- Follow departmental Standard Operation Procedures (SOPs).
- Follow the Trusts OP DNA policy, taking into account any departmental guidelines.
- Assisting with the induction and training of new staff to the department including medical staff.
- Complying with the Data Protection Act and Caldicott guidelines in relation to confidential data.
- Cross cover of colleagues and co-ordination of leave in line with the dept/divisional arrangements.
- Attendance at training events that may be relevant in the execution of your duties.
- The post-holder may be required to take informal minutes.
- The post-holder may be expected to actively participate in department audits by data gathering or sorting as and when required
- To undertake any other duties which may be reasonably expected of the grade.
- Participate in audit processes, drug trials, and research projects, as required.
- To attend regular departmental meetings and contribute to effective communication within the department
KEY RELATIONSHIPS
Works as part of the Laboratory Team and liaises with:
- Chemical pathologists, Quality and Chief BMS staff and Clinical Scientists across the wider department.
- Hospital Staff and Directorate
- Customers
- Members of the Public
Job description
Job responsibilities
JOB PURPOSE
The post-holder is responsible for providing day to day secretarial and administrative services to the chemical pathologists within the Biochemistry department, employing advanced audio typing skills with the use of medical terminology. The post-holder will be required to follow policies and procedures and communicate effectively as appropriate.
The post-holder may be required to assist/supervise junior office staff as appropriate.
KEY DUTIES AND RESPONSIBILITES
- Sorting and distribution of incoming mail both electronic and paper form, ensuring all supporting documentation i.e notes, x-rays and results are available for the medical staff to review.
- Routine processing of letters, reports and materials ensuring Trust and departmental deadlines are met.
- Ensuring urgent matters are brought to the attention of the appropriate person in a timely fashion reporting any problems or issues to senior staff and seeking clarification if unsure of procedure/s.
- Responsible for the timely processing of referrals, including using Choose and Book and involving the prioritising by medical staff and ensuring that the 2/52 cancer target is met where appropriate.
- Arranging investigations/appointments within the Trust and outside as and when required.
- The post-holder would be expected to demonstrate office procedures to new staff.
- The post-holder would be expected to commit to on the job learning, where necessary i.e. expansion of medical terminology knowledge, relevant policies and procedures.
- Liaising with GPs regarding referral/results to ensure that the minimum data set is recorded on HIVE
- Maintain a pending file of patients awaiting investigation results chasing up outstanding results as and when necessary. Ensuring that all documents are present and correct in time for clinic appointments.
- Filing investigation reports post review and sign off by the medical teams.
- Arranging meetings and diary management, this may include junior medical staff.
- Dealing with telephone enquiries, promptly and communicating accordingly thereafter.
- Dealing with all patients and their relatives/carers in a caring and professional manner, providing admission/appointment information where appropriate.
- Dealing with the waiting lists of the Consultant / clinical team as and when required.
- Monitoring and maintaining waiting lists in conjunction with the waiting list clerks.
- Maintaining stationery stock.
- Undertaking routine clerical duties and any other tasks relevant to the role as requested as and when required.
- Follow departmental Standard Operation Procedures (SOPs).
- Follow the Trusts OP DNA policy, taking into account any departmental guidelines.
- Assisting with the induction and training of new staff to the department including medical staff.
- Complying with the Data Protection Act and Caldicott guidelines in relation to confidential data.
- Cross cover of colleagues and co-ordination of leave in line with the dept/divisional arrangements.
- Attendance at training events that may be relevant in the execution of your duties.
- The post-holder may be required to take informal minutes.
- The post-holder may be expected to actively participate in department audits by data gathering or sorting as and when required
- To undertake any other duties which may be reasonably expected of the grade.
- Participate in audit processes, drug trials, and research projects, as required.
- To attend regular departmental meetings and contribute to effective communication within the department
KEY RELATIONSHIPS
Works as part of the Laboratory Team and liaises with:
- Chemical pathologists, Quality and Chief BMS staff and Clinical Scientists across the wider department.
- Hospital Staff and Directorate
- Customers
- Members of the Public
Person Specification
Qualifications
Essential
- GCSE (or equivalent) Grade C or above, with English, Maths and at least one science NVQ Level 3 or HCS Apprenticeship Level 2 or RSA levels 3 or equivalent
- Evidence of numeracy and literacy Good written and spoken English
Desirable
- Ability to record minutes
Knowledge
Essential
- Experience of IT programmes for data entry and result entry
Desirable
- Experience of supervision and training.
Training and Experience
Essential
- Evidence of training & development within a relevant discipline. Previous office experience
Desirable
- Previous work in a Hospital/ laboratory or clinical setting
Skills and Attributes
Essential
- Evidence of working as part of a team Effective at prioritising competing workloads, using time management skills. Able to keep clear and accurate records, showing attention to detail and perform basic calculations Can work alone (under supervision). Able to read, understand and follow written instructions and apply knowledge so as to undertake and assist in reporting on biomedical investigations. Able to communicate information both verbally and in writing in a clear and concise manner
Desirable
- Ability to manage own workload Ability to liaise with service users
Person Specification
Qualifications
Essential
- GCSE (or equivalent) Grade C or above, with English, Maths and at least one science NVQ Level 3 or HCS Apprenticeship Level 2 or RSA levels 3 or equivalent
- Evidence of numeracy and literacy Good written and spoken English
Desirable
- Ability to record minutes
Knowledge
Essential
- Experience of IT programmes for data entry and result entry
Desirable
- Experience of supervision and training.
Training and Experience
Essential
- Evidence of training & development within a relevant discipline. Previous office experience
Desirable
- Previous work in a Hospital/ laboratory or clinical setting
Skills and Attributes
Essential
- Evidence of working as part of a team Effective at prioritising competing workloads, using time management skills. Able to keep clear and accurate records, showing attention to detail and perform basic calculations Can work alone (under supervision). Able to read, understand and follow written instructions and apply knowledge so as to undertake and assist in reporting on biomedical investigations. Able to communicate information both verbally and in writing in a clear and concise manner
Desirable
- Ability to manage own workload Ability to liaise with service users
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.
