Support Secretary / Clinic Management

Job description

Job responsibilities

1. Works closely with the Medical Secretaries to provide comprehensive support for all clinical work within the directorate.

2. Work closely with clinicians to manage clinic templates including amending appointments slots, cancelling, reducing or adding new streams and adding ad hoc or new clinics onto the Patient Administration System (Careflow)

3. Audio typing of correspondence and results, ensuring tight turnaround times are met.

4. Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes.

5. Appropriately disseminates a variety of correspondence/documentation across the

department.

6. Requests and obtains case notes and x-rays/scans both internally and from other hospitals, using the agreed procedures.

7. Ensures accurate input of patient details when entering data onto information databases and the patient administration system (Careflow).

8. Routinely uses the case note tracking system to ensure all patient case notes are tracked to their location.

9. Support the Day Unit with the preparation of clinics.

10. Provides cover in times of absence.

11. Assists in ensuring timely delivery of notes to the appropriate department for out-patient appointments and in-patient admissions.

12. Assists in the registration of new patients to ensure they are seen within the cancer waiting time targets.

13. Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format.

14. Communicate with patients who may be anxious, angry or upset.

15. Exchange relevant information with GPs and other health professionals.

16. Deal compassionately with distressing situations.

17. Liaise with other members of staff regarding case notes and patient visits.

18. Maintain patient confidentiality at all times.

19. Always Remain professional when communicating with people in various situations.

20. Undertakes other general office procedures, such as ordering stationery, opening and dispatching post, photocopying, printing etc.

21. Any other duties deemed necessary for the effective running of the services, and in accordance with the grade of this post.

22. Contributes to the training of new members of staff within a given area as required.

23. Work with the Assistant Operations Manager and Secretaries to improve quality and range of services, with resources being managed according to agreed policies and priorities.

24. To provide cross cover in periods of absence within the Endocrinology Administration Team and occasionally the wider Central Services Directorate

Person Specification

Qualifications

Essential

• Secondary-level education GCSW 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 License or equivalent

Experience

Essential

• Previous clerical and/or secretarial experience
• 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)

Skills

Essential

• Audio / copy typing
• Word-processing - ability to produce accurate, well presented work
• Excellent oral and written communication skills
• The ability to manage workload and priorities 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 work under pressure
• Ability to work as part of a team
• Able to use own initiative
• Reliability & confidentiality
• Ability to be flexible

Other

Essential

• To be flexible in order to meet the needs of the service and wider Central Services directorate.

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.

Employer details

Employer name

The Christie NHS FT

Address

Endocrinology Admin - E00254

Manchester

M20 4BX

Employer's website

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