Job summary
An exciting opportunity has arisen for a first class secretary who has excellent interpersonal skills and a calm and methodical approach to provide essential secretarial/administration duties to a Consultant & his team within The Stokes Centre for Urology.
Principle duties include amending / approving clinical letters, report typing, facilitating the reviewing of patient results, diary management, arranging meetings, pulling notes, uploading of documents to the hospital database, distribution of post, using hospital Cerner system and other databases and liaison with other healthcare professionals and patients. You will be expected to have an excellent telephone manner, be courteous and efficient and have a good working knowledge of Word, Excel spreadsheets, emails, use of an electronic diary etc.
Main duties of the job
To provide a full range of medical secretarial & personal assistant service to your consultants and their team including full organisational support.
To work as part of a team and manage own workload, demonstrate efficient organisation and oversee the smooth effective operation of the office.
To ensure procedures and working practices are in place so that the specialty and Trust can deliver a service that meets the standards and targets that have been set.
To provide a considerate, patient focussed service in all dealings with patients and with staff around the hospital and throughout the whole system.
About us
Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.
We have received an overall Good rating from the CQC with Medical care (including older peoples care), End of Life Care and Maternity services being deemed Outstanding by the CQC.
Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.
Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.
A video about the Royal Surrey - https://www.youtube.com/watch?v=5HsiGn9joTQ
Job description
Job responsibilities
This section outlines the roles and responsibilities that are an essential requirement of all Medical Secretary Posts within the Royal Surrey Foundation Trust. The priorities within a specific post can be added in a job plan for each post.
- To undertake a full range of secretarial duties for consultants and their team
- To produce / amend and forward all patient letters, and other correspondence in line with current standards and using dedicated software DicateIT.
- To deal with all post, e-mails, results etc on a daily basis and prioritise as necessary to ensure consultants and their team are aware of the urgent results and information
- Uploading documents onto the patient database, Cerner in line with the current guidelines.
- Take responsibility for all new referrals; liaise with the appointment centre staff and other coordinators such as specialist nurses and cancer MDT coordinators, other nursing and medical staff to ensure new referrals are promptly seen/treated in line with the current guidelines.
- Arrange / request appointments as required.
- To understand the full patient pathway, and the impact of local decisions on this pathway by having thorough knowledge of working practices, medical treatments and associated specialties/departments.
- Understand and work to achieve the national and local standards guidelines for patient care (e.g. 2-week wait rule, inpatient/outpatient waiting targets, targets for investigations, correspondence turnaround times, 62/31 day cancer targets and 18 weeks/MDs etc.).
- To play a key role in establishing and implementing local policies and procedures that ensure working practices meet the above standards/targets and is centred around the patient.
- Take responsibility for amending a patients pathway wherever possible and escalate as necessary.
- Understand the implications of Patient Choice and electronic booking and proactively manage changes that will need to be incurred in the specialty.
- To be aware of the funding arrangements and ensure funding is confirmed for patients out of area/out of contract, in close liaison with general/specialty manager and PCT Liaison offices.
- To make arrangements relating to patient admissions in liaison with admission staff, diagnostic departments and transport desk as required.
- To take all telephone calls from patients, relatives, members of the public and other professional organisations in an efficient, tactful and compassionate manner.
- Listen to and manage patient concerns. This involves listening to and as far as possible resolving situations that can be highly distressing to patients/relatives who may be upset, angry or concerned.
- Provide information to patients as agreed with the consultant, and in close collaboration with the team.
- Understanding of the complaints procedure and use initiative to resolve complaints from patients and any other individuals as far as possible. Escalate outstanding concerns as required.
- Manage the implications of annual leave, organise the amendment of clinics, other fixed commitments and arrange cover for consultants during their absence.
- Provide a comprehensive personal assistant service to consultants. This may involve diary management, facilitate meetings, travel and conference details as required.
- Regulate outpatient clinics as required.
- Ensure efficient filing and information tracking systems are adhered to, providing continuity of care, including electronic case note tracking.
- Send out information, leaflets where appropriate and provide telephone information/advice to patients as agreed within the team and in accordance with the guidelines.
- To utilise the Trusts Patient Administration System (Cerner) and other information systems (e.g. ICE/CRIS) as required. Ensure patient information had been entered correctly and amend as necessary.
- To provide short-term and emergency cover for other secretarial staff as /and when required.
- Supervise and train Agency and temporary staff and provide appropriate checks to ensure that standards are maintained.
- Day-to-day supervision and training of medical secretarial staff and/other clerical staff.
- Support the induction of junior doctors.
- Collect and capture audit data as required.
- Assist General/Specialty/Office Manager or Consultant with statistics and information requirements on spread sheets and PowerPoint presentations.
- To liaise with other departments within the RSCH, liaise and coordinate with GP practice staff and other staff across the hospital.
- Be willing to adjust own working practices and support specialty wide and trust wide changes that will occur e.g. as a consequence of implementation of Cerner and undertake any relevant training.
- Ensure that the supply of stationery and office equipment is well maintained with particular emphasis on waste. (take responsibility for ordering stationery).
- Attend and contribute to specific working groups and policy forums (e.g. Trust Secretarial Group, Patient and Upper Involvement Strategy Group, Patient Line of Sight Teams).
- Any other duties appropriate to the grade of the post.
- Agree individual Personal Development Plan with Line Manager.
Job description
Job responsibilities
This section outlines the roles and responsibilities that are an essential requirement of all Medical Secretary Posts within the Royal Surrey Foundation Trust. The priorities within a specific post can be added in a job plan for each post.
- To undertake a full range of secretarial duties for consultants and their team
- To produce / amend and forward all patient letters, and other correspondence in line with current standards and using dedicated software DicateIT.
- To deal with all post, e-mails, results etc on a daily basis and prioritise as necessary to ensure consultants and their team are aware of the urgent results and information
- Uploading documents onto the patient database, Cerner in line with the current guidelines.
- Take responsibility for all new referrals; liaise with the appointment centre staff and other coordinators such as specialist nurses and cancer MDT coordinators, other nursing and medical staff to ensure new referrals are promptly seen/treated in line with the current guidelines.
- Arrange / request appointments as required.
- To understand the full patient pathway, and the impact of local decisions on this pathway by having thorough knowledge of working practices, medical treatments and associated specialties/departments.
- Understand and work to achieve the national and local standards guidelines for patient care (e.g. 2-week wait rule, inpatient/outpatient waiting targets, targets for investigations, correspondence turnaround times, 62/31 day cancer targets and 18 weeks/MDs etc.).
- To play a key role in establishing and implementing local policies and procedures that ensure working practices meet the above standards/targets and is centred around the patient.
- Take responsibility for amending a patients pathway wherever possible and escalate as necessary.
- Understand the implications of Patient Choice and electronic booking and proactively manage changes that will need to be incurred in the specialty.
- To be aware of the funding arrangements and ensure funding is confirmed for patients out of area/out of contract, in close liaison with general/specialty manager and PCT Liaison offices.
- To make arrangements relating to patient admissions in liaison with admission staff, diagnostic departments and transport desk as required.
- To take all telephone calls from patients, relatives, members of the public and other professional organisations in an efficient, tactful and compassionate manner.
- Listen to and manage patient concerns. This involves listening to and as far as possible resolving situations that can be highly distressing to patients/relatives who may be upset, angry or concerned.
- Provide information to patients as agreed with the consultant, and in close collaboration with the team.
- Understanding of the complaints procedure and use initiative to resolve complaints from patients and any other individuals as far as possible. Escalate outstanding concerns as required.
- Manage the implications of annual leave, organise the amendment of clinics, other fixed commitments and arrange cover for consultants during their absence.
- Provide a comprehensive personal assistant service to consultants. This may involve diary management, facilitate meetings, travel and conference details as required.
- Regulate outpatient clinics as required.
- Ensure efficient filing and information tracking systems are adhered to, providing continuity of care, including electronic case note tracking.
- Send out information, leaflets where appropriate and provide telephone information/advice to patients as agreed within the team and in accordance with the guidelines.
- To utilise the Trusts Patient Administration System (Cerner) and other information systems (e.g. ICE/CRIS) as required. Ensure patient information had been entered correctly and amend as necessary.
- To provide short-term and emergency cover for other secretarial staff as /and when required.
- Supervise and train Agency and temporary staff and provide appropriate checks to ensure that standards are maintained.
- Day-to-day supervision and training of medical secretarial staff and/other clerical staff.
- Support the induction of junior doctors.
- Collect and capture audit data as required.
- Assist General/Specialty/Office Manager or Consultant with statistics and information requirements on spread sheets and PowerPoint presentations.
- To liaise with other departments within the RSCH, liaise and coordinate with GP practice staff and other staff across the hospital.
- Be willing to adjust own working practices and support specialty wide and trust wide changes that will occur e.g. as a consequence of implementation of Cerner and undertake any relevant training.
- Ensure that the supply of stationery and office equipment is well maintained with particular emphasis on waste. (take responsibility for ordering stationery).
- Attend and contribute to specific working groups and policy forums (e.g. Trust Secretarial Group, Patient and Upper Involvement Strategy Group, Patient Line of Sight Teams).
- Any other duties appropriate to the grade of the post.
- Agree individual Personal Development Plan with Line Manager.
Person Specification
Qualifications
Essential
- Good general standard of education to GCSE level or equivalent including English
Desirable
- RSA Sage 2 or equivalent in word processing/RSA Stage 3 Audio Typing, medical secretary qualification (BSMS Certificate) or equivalent
Knowledge and Experience
Essential
- Demonstrates the ability to prioritise workload and to adapt effectively to changing priorities
- Experience of working in a busy environment
- Advanced keyboard and audio typing skills
- Experience of dealing with the general public
- Demonstrable experience in a medical environment, as a medical secretary.
- Experience of working in a large complex organisation and a multidisciplinary environment.
- Experience in using patient administration systems
Desirable
- Experience of establishing and maintaining effective filing systems
- Awareness and understanding of NHS issues.
- Experience of mentoring, training or supervising others.
Person Specification
Qualifications
Essential
- Good general standard of education to GCSE level or equivalent including English
Desirable
- RSA Sage 2 or equivalent in word processing/RSA Stage 3 Audio Typing, medical secretary qualification (BSMS Certificate) or equivalent
Knowledge and Experience
Essential
- Demonstrates the ability to prioritise workload and to adapt effectively to changing priorities
- Experience of working in a busy environment
- Advanced keyboard and audio typing skills
- Experience of dealing with the general public
- Demonstrable experience in a medical environment, as a medical secretary.
- Experience of working in a large complex organisation and a multidisciplinary environment.
- Experience in using patient administration systems
Desirable
- Experience of establishing and maintaining effective filing systems
- Awareness and understanding of NHS issues.
- Experience of mentoring, training or supervising others.
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.
