Job Overview
To provide a comprehensive service to the Consultants and Specialty Teams with the minimum of supervision. Organise your workload and co‑ordinate activities with other Medical Secretaries to ensure that an efficient service is provided. It is essential that you should exercise initiative commensurate with the role and it is vital that confidentiality is maintained at all times.
The JD & PS are currently under AfC review and are subject to change.
Main Duties
* To provide a comprehensive service to the Consultant and Speciality Team including nurse clinicians.
Detailed Job Description and Main Responsibilities
* Keep diary up to date, arrange appointments, and arrange travel and accommodation.
* Operate an effective bring-forward system and filing system.
* Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letter and workflow processes are adhered to and Standard Operating Procedures are followed.
* Type discharge summaries as appropriate.
* Check against clinical letters to ensure appropriate follow-up arrangements/investigations are in place. Rectify if not.
* To manage and maintain 18‑week pathways including Tertiary Referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow-up appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway.
* Support Consultant in non‑clinical activities/Clinical Director role by preparing presentation documents using relevant packages and arranging meetings, circulating agenda / supporting papers as appropriate, and taking minutes at meetings.
* Ensure appropriate personnel are informed of consultant annual/study leave. Amend clinic/theatre lists/forms appropriately. Keep Consultants informed of junior doctor leave that could have an effect on the service.
* Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person.
* Deal with enquiries either on the telephone or face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.
* Ensure all correspondence relating to patient care is acted upon in a timely manner and that investigations are signed by Consultants or team and are dealt with in accordance with Trust policy.
Person Specification
Qualifications
* GSCE Standard or Higher
* RSA 3 – Typing / Word Processing
* RSA 3 – Medical Audio Typing
* Medical Terminology
* Shorthand / Speed Writing
* Secretarial Diploma
* ECDL
* CLAIT award
Experience
* Minute Taking
* Microsoft Office Experience
* Ability to work as part of a team
* Previous Medical Secretary Experience
* Medical Audio Typing
* 2 years’ experience in a similar role or equivalent knowledge
Skills
* Excellent organisational skills
* Ability to communicate professionally at all levels
* Excellent Word Processing and Keyboard skills
* Ability to organise workload effectively and prioritise
* Use of all Microsoft Office software, Word, Excel, Access, Powerpoint
* Ability to use initiative to solve problems
* Highly developed interpersonal skills
* Ability to use own initiative and work independently
* Capability to adapt to most situations
* Reliable and conscientious
* Ability to maintain control of stressful situations
* Able to work the hours and undertake duties required
* Knowledge of Trust computer systems
Other
* Ability to travel across hospital sites when required
* Possess a friendly and approachable personality
* Ability to show understanding an appreciation
* Comply with Trust policies and procedures at all times
* Ability and willingness to undergo further training for the post
* Maintain confidentiality at all times
Equality, Diversity, and Inclusion
We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under‑represented groups.
Disability Confident Leader
We commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.
Armed Forces Veterans
We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.
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