Job summary
Closing date: 13th May 2025 (may close earlier dependent on response).
Shortlisting to take place after closing date: Commencing on 14th May 2025.
Interview expected to take place on: 22nd May 2025.
We are looking for an enthusiastic, well-motivated Medical Secretary/IPWL Booking Officer to join the Breast Surgery Service.
You will work within a multi-disciplinary team and be responsible for a range of duties related to 18 week RTT Pathway and 2ww cancer pathay patient management, including diary management, audio transcription and word processing of clinical letters, production of reports and other correspondence as required by the Medical Team. Booking Officer role you will work within a multi-disciplinary team, and be responsible for scheduling patients theatre lists,
You should be literate and numerate, with excellent organisational, time management and IT skills and an ability to work without supervision and to tight deadlines and under pressure.
An appropriate speed and accuracy of typing is required for this role, and this will be assessed at interview along with IT skills including knowledge of Microsoft packages.
Main duties of the job
The job holder will be responsible for the provision of a comprehensive secretarial and administrative service to a Medical Team within a Clinical Specialty.
Responsible for the provision of a range of secretarial and administrative duties related to patient pathway management, including diary management, audio transcription and word processing of clinical letters, production of reports and other correspondence as required by the Medical Team.
With support and guidance act as a point of contact and be responsible for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, other health professionals and staff within and external to the Trust.
The job holder will have some involvement with Clinicians and Service Managers across the Trust to ensure that patients are treated in accordance with the Trust's policy and procedures.
About us
Our People Charter outlines the behaviours we can expect from one another and what you can expect from Bradford Teaching Hospitals Foundation Trust:
- We value people
- We are one team
- We care
We're keen to meet people who share these values and are passionate about delivering the highest quality of care to our patients.
Job description
Job responsibilities
- Providing secretarial/administrative support to a Medical Team, including diary management, audio typing, typing of clinic and result letters, filing, photocopying, opening and distributing mail as appropriate. RTT pathway validation.
- Provide administration support to the Breast IP Booking Officer, Planning theatre lists, adding patients to TACC, scheduling theatre lists onto EPR.
- Use initiative in filtering information and be proactive in dealing with routine matters, seeking support from the Senior Medical Secretary.
- Have an understanding of the Trusts Access Policy and other National/Local targets ie. Cancer, RTT, and works to the standard operating procedures developed to support patient pathways.
- To type, clinical letters and discharge summaries, minutes of meetings, medical reports, results letters.
- Assist with any data collection and entry required as service level.
- Deal with telephone enquiries from patients, relatives, etc, which may be of a sensitive nature, in a constructive and sympathetic manner, referring to the appropriate person where necessary.
- To ensure that case notes are kept up to date and that all investigations and other material (outside notes and films) are available for clinic appointments/admissions and that letters/results are filed in the appropriate place in the case notes.
- Maintain efficient office systems and maintain a booking out system for all case notes and x-rays. Liaise with medical records and other departments/hospitals to locate patient case notes on behalf of the Medical Team, wards or secretarial colleagues.
- To ensure accuracy when administering relevant IT systems. The systems could include EPR and/or other local IT systems.
- Have an understanding of the Trusts Access Policy and other local/national targets ie RTT, Cancer.
- Works in close liaison with the Senior Medical Secretary and other secretaries and administrative team to assist in the smooth running of the Medical Teams secretarial and administrative service.
- Works to the SOPs developed to support patient pathways.
- Assist in the training of new staff. This may include supervising junior staff during periods of absence of the Senior Medical Secretary.
- The job holder will contribute to the effective and efficient running of the service highlight any areas where efficiency can be realised.
- The jobholder will support the Medical Team in implementing new ways of working, revised operating procedures and policies alongside general improvements to processes and practice.
- Such duties at a comparable level of responsibility associated with the work of the post which may vary from time to time.
- Types and distributes operating lists to relevant personnel, ie theatres, Consultants, wards, anaesthetic department, radiology etc.
- Works in close liaison with senior medical secretaries and other booking officers within the team, Consultants, pre-assessment department,, specialist nurses, wards regarding patients on the inpatient waiting list.
- Ensure that patients are treated within RTT pathway and 2ww cancer pathway target. Be aware of Trust and National policies regarding RTT and 2ww Cancer waiting times and waiting list targets / initiatives).
- Ensure all urgent cases are booked with in the time frame specified by the Consultant
- Ensure all routine patients are booked in chronological order
- Ensure all diagnostic / planned / surveillance patients treated by their admit by date.
- Assist in the compilation of theatre operating lists, through consultation with Consultant Surgeons/waiting list co-ordinators and pre-assessment department.
- Liaise with internal and external agencies with regards to special needs/equipment for patients being admitted to hospital e.g. booking of interpreters, high dependency beds, x-ray equipment etc.
- Arrange pre-assessment appointments and send out appropriate information to patients in a timely manner.
- Add patients to the appropriate Consultant inpatient waiting lists, adding a referral if necessary, and liaise with the statistical waiting list office regarding removal of patients from the inpatient waiting list and other information as required by statistical waiting list office.
- Assist the waiting list co-ordinators in updating the inpatient waiting lists weekly, ensuring diagnostic/urgent procedures are brought to the attention of the waiting list co-ordinators.
- Ensure correct documentation/information is sent out to patients for their admissions to hospital, and that the hospital patient administration system is updated accordingly.
- Ensure correct data is entered on the hospital patient administration system and the department database. Updating the database daily and synchronising with waiting list coordinators.
Job description
Job responsibilities
- Providing secretarial/administrative support to a Medical Team, including diary management, audio typing, typing of clinic and result letters, filing, photocopying, opening and distributing mail as appropriate. RTT pathway validation.
- Provide administration support to the Breast IP Booking Officer, Planning theatre lists, adding patients to TACC, scheduling theatre lists onto EPR.
- Use initiative in filtering information and be proactive in dealing with routine matters, seeking support from the Senior Medical Secretary.
- Have an understanding of the Trusts Access Policy and other National/Local targets ie. Cancer, RTT, and works to the standard operating procedures developed to support patient pathways.
- To type, clinical letters and discharge summaries, minutes of meetings, medical reports, results letters.
- Assist with any data collection and entry required as service level.
- Deal with telephone enquiries from patients, relatives, etc, which may be of a sensitive nature, in a constructive and sympathetic manner, referring to the appropriate person where necessary.
- To ensure that case notes are kept up to date and that all investigations and other material (outside notes and films) are available for clinic appointments/admissions and that letters/results are filed in the appropriate place in the case notes.
- Maintain efficient office systems and maintain a booking out system for all case notes and x-rays. Liaise with medical records and other departments/hospitals to locate patient case notes on behalf of the Medical Team, wards or secretarial colleagues.
- To ensure accuracy when administering relevant IT systems. The systems could include EPR and/or other local IT systems.
- Have an understanding of the Trusts Access Policy and other local/national targets ie RTT, Cancer.
- Works in close liaison with the Senior Medical Secretary and other secretaries and administrative team to assist in the smooth running of the Medical Teams secretarial and administrative service.
- Works to the SOPs developed to support patient pathways.
- Assist in the training of new staff. This may include supervising junior staff during periods of absence of the Senior Medical Secretary.
- The job holder will contribute to the effective and efficient running of the service highlight any areas where efficiency can be realised.
- The jobholder will support the Medical Team in implementing new ways of working, revised operating procedures and policies alongside general improvements to processes and practice.
- Such duties at a comparable level of responsibility associated with the work of the post which may vary from time to time.
- Types and distributes operating lists to relevant personnel, ie theatres, Consultants, wards, anaesthetic department, radiology etc.
- Works in close liaison with senior medical secretaries and other booking officers within the team, Consultants, pre-assessment department,, specialist nurses, wards regarding patients on the inpatient waiting list.
- Ensure that patients are treated within RTT pathway and 2ww cancer pathway target. Be aware of Trust and National policies regarding RTT and 2ww Cancer waiting times and waiting list targets / initiatives).
- Ensure all urgent cases are booked with in the time frame specified by the Consultant
- Ensure all routine patients are booked in chronological order
- Ensure all diagnostic / planned / surveillance patients treated by their admit by date.
- Assist in the compilation of theatre operating lists, through consultation with Consultant Surgeons/waiting list co-ordinators and pre-assessment department.
- Liaise with internal and external agencies with regards to special needs/equipment for patients being admitted to hospital e.g. booking of interpreters, high dependency beds, x-ray equipment etc.
- Arrange pre-assessment appointments and send out appropriate information to patients in a timely manner.
- Add patients to the appropriate Consultant inpatient waiting lists, adding a referral if necessary, and liaise with the statistical waiting list office regarding removal of patients from the inpatient waiting list and other information as required by statistical waiting list office.
- Assist the waiting list co-ordinators in updating the inpatient waiting lists weekly, ensuring diagnostic/urgent procedures are brought to the attention of the waiting list co-ordinators.
- Ensure correct documentation/information is sent out to patients for their admissions to hospital, and that the hospital patient administration system is updated accordingly.
- Ensure correct data is entered on the hospital patient administration system and the department database. Updating the database daily and synchronising with waiting list coordinators.
Person Specification
Experience
Essential
- Previous clerical experience working in an NHS appointment booking service and for providing an excellent level of customer service.
- Extensive experience/knowledge of computers, data input and word processing.
- Experience of working with the 18 week referral to treatment policy and outpatient and inpatient policies and ensuring that service quality is maintained.
- Experience of handling complex processing issues where detailed data and process understanding is required in order to take corrective action.
- Experience of working face to face and/or telephone contact with the general public including the handling of complaints and complex calls.
- Experience of providing guidance to other team members on the processes and policies being executed by the team.
- Experience of offering suggestions for improving own or team working practices.
- Previous NHS experience.
- Medical Secretary Experience
Skills
Essential
- Keyboard skills and computer skills including Microsoft Office packages
- Able to maintain prolonged concentration and accuracy
- Audio Typing/Word Processing
- Able to work without direct supervision
Qualifications
Essential
- Evidence of on-going personal development.
- An appropriate speed and accuracy of typing is required for this role and this will be assessed at interview
Desirable
- Educated to GCSE standard
- Medical Secretary Diploma
Person Specification
Experience
Essential
- Previous clerical experience working in an NHS appointment booking service and for providing an excellent level of customer service.
- Extensive experience/knowledge of computers, data input and word processing.
- Experience of working with the 18 week referral to treatment policy and outpatient and inpatient policies and ensuring that service quality is maintained.
- Experience of handling complex processing issues where detailed data and process understanding is required in order to take corrective action.
- Experience of working face to face and/or telephone contact with the general public including the handling of complaints and complex calls.
- Experience of providing guidance to other team members on the processes and policies being executed by the team.
- Experience of offering suggestions for improving own or team working practices.
- Previous NHS experience.
- Medical Secretary Experience
Skills
Essential
- Keyboard skills and computer skills including Microsoft Office packages
- Able to maintain prolonged concentration and accuracy
- Audio Typing/Word Processing
- Able to work without direct supervision
Qualifications
Essential
- Evidence of on-going personal development.
- An appropriate speed and accuracy of typing is required for this role and this will be assessed at interview
Desirable
- Educated to GCSE standard
- Medical Secretary Diploma
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.
