Medical Secretary / Administrator

Job description

Job responsibilities

1. To provide a full administrative and secretarial service to the consultant teams. This will include:-

• Manage the incoming dictations ensuring letters are quality checked, stored in the appropriate hospital system and sent out in a timely manner
• Corrections of incoming letters
• Maintaining Medical Teams filing system
• Maintaining Consultants work diaries
• Maintain the office systems for recording and tracing patient records within the department and assist the Records Department in locating patient records
• Minute taking

2. Evaluate and deal appropriately with all incoming correspondence ensuring that those urgent enquiries are passed to the clinician promptly. This will include an element of autonomous decision making based on the clinicians normal practice.

3. Responsible for the efficient and effective administration of the clinical office including diary maintenance, room and meeting bookings and other administrative arrangements as required to enable the clinician to fulfil their role.

4. Maintaining files and records according to UHL standards.

5. The post holder is responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems.

6. Liaising with clinic co-ordinators and support teams in order to make outpatient appointments from Consultant and GP referrals especially in relation to peripheral clinics ensuring that all the appropriate paperwork is received in a timely and efficient manner.

7. As directed by the Service Manager or consultants, update and maintain the consultant job planning system to ensure an accurate reflection of the consultants job plan.

8. Provide a first point of contact for all levels of staff, patients and their relatives with the clinician. This will include advice and support to patients and their carers in relation to their appointments, treatment and diagnosis ensuring that at all times confidentiality and data protection are not breached.

9. To provide a courteous and professional service at all times with respect to communication to patients, colleagues and service users.

10. Responsible for the initial handling of complaints or other information requests coming in to the clinical office.

11. Ensure results/reports are chased in a timely manner and brought to the Consultants / Medical Teams attention. Ensure results are followed up so patients are given follow up appointments/discharged as appropriate.

12. To work on own initiative to answer queries regarding patients results (for example, results from MRIs and ensure these are picked up from the relevant department on a regular basis).

13. To have an understanding of the CBUs systems and processes to enable queries to be resolved effectively.

14. Any other duties as may be required by the Consultants, Medical Teams, Senior Medical Administrator /Team Leader.

15. To support the team in the ongoing management of 18 week pathways and cancer targets

16. Provide assistance and support to clinicians and their teams in researching and preparing academic or other papers for publication or presentation.

17. Ensure that all Consultants and their teams annual leave and study leave is communicated to the relevant areas and that where appropriate arrangements are made for either cover or reduction of clinics.

18. To take responsibility for ensuring that consultant leave and other absences are communicated to the relevant person/department including outpatients, day case and inpatient waiting list offices.

19. To coordinate the consultant theatre diary ensuring that all dropped theatre lists are communicated to day case and inpatient waiting list offices and service manager. To include where appropriate the preparation and distribution and updating of the operation lists and where required co-ordinate with other services or teams e,g. imaging.

20. To work within a team ensuring cover is provided at all times to maintain an essential service

21. To actively participate in the sharing of skills and experience in the clinic team associated with each speciality aiding the spread of good practice throughout the team.

22. To attend in-service training or meetings to ensure that skills and knowledge are kept up-to-date and appropriate to the post

23. To attend all mandatory training as required by the CBU/Trust

Any other duties commensurate with the role and service needs.

Person Specification

Training & Qualifications

Essential

• Educated to GCSE Standard or equivalent
• RSA 111 or equivalent typing
• NVQ 111 or equivalent

Desirable

• Has attended a Medical Secretary course
• Knowledge of NHS Systems and Procedures

Experiance

Essential

• Diary management experiance
• One year's secretarial experience
• Experience of dealing with customers/patients

Desirable

• Understanding of medical terminology
• Medical administration experience
• At least one year working in a large complex organisation

Essential

Essential

• Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
• Educated to GCSE standard or equivalent
• One year's secretarial experience / diary management
• Effective communication skills/Tact and diplomacy
• Ability to work without close supervision
• Planning and Organisation skills
• RSA III or equivalent typing oNVQ III or equivalent

Desirable

• NHS systems and procedures
• Understanding of medical terminology/ Medical administration experience
• Exposure to dealing with complaints

Communication & Relationship skills

Essential

• Effective communication skills

Desirable

• Exposure to dealing with complaints

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.

Certificate of Sponsorship

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).

Employer details

Employer name

University Hospitals of Leicester NHS Trust

Address

Leicester General Hospital

Gwendolen Road

Leicester

LE5 4WW

Employer's website

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