Job summary
An exciting opportunity has arisen for an experienced Support Secretary to join the Psycho-Oncology department.
The successful Support Secretary will provide a comprehensive and effective secretarial support service to the directorates' secretarial teams, ensuring secretarial duties are carried out to a high standard in order to meet patient needs and to ensure that deadlines are met at all times. You will keep accurate, up-to-date patient records; to type clinic annotations and letters and to help ensure that future appointments are made.
Main duties of the job
You will be enthusiastic, flexible, willing to learn, eager to play an effective part in a busy team environment and be able to use your own initiative.
You will be able to organise and prioritise your own workload and balance this with the demands of this diverse and varied role.
A good working knowledge of Microsoft Office packages, RSA II or equivalent typing, medical terminology, proven organisational skills, a strong commitment to personal and professional development and teamwork are preferred for this post.
Contact Debra Jones on 0161 446 3280 or email Debra.jones23@nhs.net for more details.
We Care...We Discover...We Teach... www.christie.nhs.uk
The Christie NHS Foundation Trust - recognising the potential of a diverse workforce. The Trust operates a no smoking policy.
About us
The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
Job description
Job responsibilities
- Type clinical correspondence, treatment summaries and annotations, ensuring compliance with turnaround time/ targets and ensure that office instructions are followed/ referred to the PA/Medical Secretary as appropriate
- Ensure accurate input of patient details when entering data on to information databases and Patient Administration System (Medway), including routine use of case note tracking system
- Deal professionally with phone calls from relatives/patients, which could be emotional and of a sensitive nature
- Liaise with team members to ensure stationery stock is kept replenished
- Closely liaise with Clinic Managers and PA/Medical Secretaries to ensure new patient referrals are registered on Medway, triaged and subsequently appointed in accordance with clinical instructions. Liaise with PA/Medical Secretary to ensure accurate booking of clinical appointments for both new and review patients
- Liaise with internal and external departments to arrange clinical investigations and procedures
- Book treatment appointments, liaising with schedulers as appropriate. Liaise with schedulers to book treatment and review appointments for radiotherapy and chemotherapy, ensuring appointments are made in accordance with clinical instructions.
- Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference
- Contribute to the compliance of all patient pathway targets.
- Provide information required to support investigation of litigation cases.
- Provide statistical information to the Information Department as required.
- Ensure all relevant information is available for multi-disciplinary meetings for your team. Coordinate case notes and reports where necessary
- Delegate to clerical team members to ensure relevant paperwork is available for clinic appointments and admissions
- Contribute to the training of new members of staff within a given area as require
- Work with clinicians, nurses, managers and administrative staff to review working practices, identify new improved ways of working and find solutions to problems
- Work with Divisional Managers to improve quality and range of services, with resources being managed according to agreed policies and priorities.
This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.
Job description
Job responsibilities
- Type clinical correspondence, treatment summaries and annotations, ensuring compliance with turnaround time/ targets and ensure that office instructions are followed/ referred to the PA/Medical Secretary as appropriate
- Ensure accurate input of patient details when entering data on to information databases and Patient Administration System (Medway), including routine use of case note tracking system
- Deal professionally with phone calls from relatives/patients, which could be emotional and of a sensitive nature
- Liaise with team members to ensure stationery stock is kept replenished
- Closely liaise with Clinic Managers and PA/Medical Secretaries to ensure new patient referrals are registered on Medway, triaged and subsequently appointed in accordance with clinical instructions. Liaise with PA/Medical Secretary to ensure accurate booking of clinical appointments for both new and review patients
- Liaise with internal and external departments to arrange clinical investigations and procedures
- Book treatment appointments, liaising with schedulers as appropriate. Liaise with schedulers to book treatment and review appointments for radiotherapy and chemotherapy, ensuring appointments are made in accordance with clinical instructions.
- Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference
- Contribute to the compliance of all patient pathway targets.
- Provide information required to support investigation of litigation cases.
- Provide statistical information to the Information Department as required.
- Ensure all relevant information is available for multi-disciplinary meetings for your team. Coordinate case notes and reports where necessary
- Delegate to clerical team members to ensure relevant paperwork is available for clinic appointments and admissions
- Contribute to the training of new members of staff within a given area as require
- Work with clinicians, nurses, managers and administrative staff to review working practices, identify new improved ways of working and find solutions to problems
- Work with Divisional Managers to improve quality and range of services, with resources being managed according to agreed policies and priorities.
This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.
Person Specification
Qualifications
Essential
- Secondary-level education GCSE Maths and English at C-grade or above, or equivalent
- RSA/OCR typing/text transcription Stage II or equivalent experience
Desirable
- Undertaking or achieved AMSPAR Full Diploma or equivalent qualifications
- European Computer Driving Licence or equivalent
Experience
Essential
- Experience of working with IT office packages
Desirable
- Previous clerical and/or secretarial experience in a hospital environment
- Experience of hospital administration system (PAS or equivalent)
- 6 months previous clerical and /or secretarial experience
Skills
Essential
- Audio / copy typing/Digital Dictation
- Word-processing - ability to produce accurate, well presented work
- Excellent oral and written communication skills
- The ability to manage workload and prioritise competing tasks effectively
Knowledge
Essential
- Knowledge and familiarity with a range of software including Word, Excel, database packages, e-mail and web browsers.
Desirable
- Sound knowledge of medical terminology
Values
Essential
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- Ability to work under pressure
- Ability to work as part of a team
- Able to use own initiative
- Reliability & confidentiality
- Ability to work flexibly
Person Specification
Qualifications
Essential
- Secondary-level education GCSE Maths and English at C-grade or above, or equivalent
- RSA/OCR typing/text transcription Stage II or equivalent experience
Desirable
- Undertaking or achieved AMSPAR Full Diploma or equivalent qualifications
- European Computer Driving Licence or equivalent
Experience
Essential
- Experience of working with IT office packages
Desirable
- Previous clerical and/or secretarial experience in a hospital environment
- Experience of hospital administration system (PAS or equivalent)
- 6 months previous clerical and /or secretarial experience
Skills
Essential
- Audio / copy typing/Digital Dictation
- Word-processing - ability to produce accurate, well presented work
- Excellent oral and written communication skills
- The ability to manage workload and prioritise competing tasks effectively
Knowledge
Essential
- Knowledge and familiarity with a range of software including Word, Excel, database packages, e-mail and web browsers.
Desirable
- Sound knowledge of medical terminology
Values
Essential
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- Ability to work under pressure
- Ability to work as part of a team
- Able to use own initiative
- Reliability & confidentiality
- Ability to work flexibly
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.
