Support Secretary
The Christie NHS FT
The closing date is 29 April 2025
Job summary
The Christie NHS Foundation Trust is looking for an enthusiastic Support Secretary to provide comprehensive support in the Clinical Oncology department. You will be joining a friendly team of Medical Secretaries and as such will be a flexible team player.
Experience and knowledge of medical audio transcription and medical terminology would be advantageous. The role will include all aspects of secretarial duties and the ability to plan and prioritise a varied workload is essential. Organisation, communication and team working skills are key, as you will be working in a busy, demanding and rewarding environment. We actively support and develop our staff to ensure patients receive the best quality care.
This is a Part time, Permanent Position working 22.5 hours per week, with the option of hybrid working. The Trust are committed to supporting flexible working agreements.
When applying for this position, please refer to the person specification and demonstrate within your application form, how you meet the criteria, providing examples where possible.
Main duties of the job
- 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.
- To carry out discharge process for patients who have been discharged from the service.
- Ensure accurate input of patient details when entering data on to information databases and Patient Administration System (Careflow), 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.
- Scanning of correspondence and test results into patient electronic case notes.
- Closely liaise with Clinic Managers and PA/Medical Secretaries to ensure new patient referrals are registered on Careflow, 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.
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
SPECIFIC DUTIES AND RESPONSIBILITIES:
- Typing of clinical correspondence, treatment summaries and annotations, ensuring compliance with turnaround time / targets with the use of the digital dictation system.
- Ensure accurate input of patient details when entering data on to information databases and patient administration system.
- Scanning of correspondence and test results into patient electronic case notes.
- Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.
- Deal professionally with phone calls from relatives/patients, which could be emotional and of a sensitive nature.
- Provide data to the Information Department as required.
- Liaise with internal and external departments to arrange clinical investigations/procedures.
- Liaise with staff at all levels both internally and externally.
- Contribute to the training of new members of staff within a given area as required.
ADDITIONAL REQUIREMENTS
- Follow risk management procedures at all times including the identification, assessment and management of risk within the division.
- To abide by all Trust policies and Procedures.
- To be responsible for own professional /personal development, including participating in ongoing appraisal and personal development planning.
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
SPECIFIC DUTIES AND RESPONSIBILITIES:
- Typing of clinical correspondence, treatment summaries and annotations, ensuring compliance with turnaround time / targets with the use of the digital dictation system.
- Ensure accurate input of patient details when entering data on to information databases and patient administration system.
- Scanning of correspondence and test results into patient electronic case notes.
- Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.
- Deal professionally with phone calls from relatives/patients, which could be emotional and of a sensitive nature.
- Provide data to the Information Department as required.
- Liaise with internal and external departments to arrange clinical investigations/procedures.
- Liaise with staff at all levels both internally and externally.
- Contribute to the training of new members of staff within a given area as required.
ADDITIONAL REQUIREMENTS
- Follow risk management procedures at all times including the identification, assessment and management of risk within the division.
- To abide by all Trust policies and Procedures.
- To be responsible for own professional /personal development, including participating in ongoing appraisal and personal development planning.
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
- GCSE Maths and English (or equivalent).
Desirable
- Achieved AMSPAR Full Diploma or equivalent qualifications
Experience
Essential
- Experience of secretary or admin role within a healthcare setting.
Desirable
- Previous secretarial experience in Oncology
Skills
Essential
- Microsoft Office (Outlook, Word, Excel,Teams)
- Audio typing experience
- The ability to manage workload and prioritise competing tasks effectively
- Excellent communication skills
- Customer service experience in an admin role
Desirable
- Knowledge of medical terminology
- RSA/OCR stage II or equivalent experience
Knowledge
Essential
- Ability to produce accurate, well-presented work to a high standard
- Ability to work as part of a team and to work on own initiative
- Willingness to provide cover across different chambers within the department
- Organisational abilities to work to tight deadlines
- Ability to work under pressure
- Reliability
Values
Essential
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- Excellent interpersonal skills
- Flexible and pro-active approach
- Self-motivated and Enthusiastic
Person Specification
Qualifications
Essential
- GCSE Maths and English (or equivalent).
Desirable
- Achieved AMSPAR Full Diploma or equivalent qualifications
Experience
Essential
- Experience of secretary or admin role within a healthcare setting.
Desirable
- Previous secretarial experience in Oncology
Skills
Essential
- Microsoft Office (Outlook, Word, Excel,Teams)
- Audio typing experience
- The ability to manage workload and prioritise competing tasks effectively
- Excellent communication skills
- Customer service experience in an admin role
Desirable
- Knowledge of medical terminology
- RSA/OCR stage II or equivalent experience
Knowledge
Essential
- Ability to produce accurate, well-presented work to a high standard
- Ability to work as part of a team and to work on own initiative
- Willingness to provide cover across different chambers within the department
- Organisational abilities to work to tight deadlines
- Ability to work under pressure
- Reliability
Values
Essential
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- Excellent interpersonal skills
- Flexible and pro-active approach
- Self-motivated and Enthusiastic
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.
