Detailed job description
and main responsibilities
General Duties
· Assisting Clinicians, Consultant Secretaries and other Staff within the department with
a varied range of administration duties/tasks including with the administration and ordering/procurement for Pump Upgrades.
· To fully support the secretaries and PA in their role and to help cover during sickness and annual leave including cover for the Diabetes and Endocrine reception desk during absence/leave and/or busy times.
· Look up, sort and file patients’ results.
· Use the hospital computer system to access patient details. CRT must be always used when receiving and moving notes. This is mandatory within the Trust.
· Photocopying, faxing, scanning and general filing.
· Be responsible for out-going post, meeting afternoon deadline.
· To answer secretaries’ telephone and take messages when required.
· To monitor clinician/service email accounts as required, liaising with relevant individuals within the team to ensure appropriate and timely response to incoming emails.
· Scan all new Choose & Book referrals. · Action Choose & Book referrals once graded – send blood forms, test requests as advised by consultant. · Any help the staff may need with spreadsheets excel etc
· To effectively utilise patient IT systems to ensure patient safety and high-quality care are delivered e.g. eCamis. EPR, MS Teams, Evolve, DrDoctor.
· Typing clinic/additional letters to GP’s, patients and other Allied Health Professionals, using digital dictation when appropriate.
Communication and Working Relationship Skills
1. Telephone contact with patients and relatives, and other Professional bodies
2. To monitor clinician/service email accounts as required, liaising with relevant individuals within the team to ensure appropriate and timely response to incoming emails.
3. To support the consultants, clinicians and consultant secretaries in providing an efficient secretarial service. This will involve the typing of all clinical correspondence ie clinic letters, reports, operation letters etc, under the supervision of the consultant secretary,
4. using audio/Digital Dictation.
5. To work closely with consultant secretaries, other medical secretaries and clerical assistant and provide cover in times of leave.
Person specification
Qualifications and Experience
Essential criteria
6. GCSE in English and Maths or equivalent
7. Vocational level 3 in relevant field or equivalent experience
8. Experience as working as a Medical Secretary/Administrator
9. Computer literate with word processing experience including Microsoft Office Software
10. Computer literate with word processing experience including Microsoft Office Software
11. Effective communication skills in person, on the phone and via email
Desirable criteria
12. Minute taking Skills
13. Medical terminology
14. NHS Administration Experience
15. Audio typing
Personal Attributes
Essential criteria
16. Effective communication skills in person, on the phone and via email
17. Good verbal and written skills Attention to detail
18. Flexibility with working pattern and work tasks
Other requirements specific to the role
Desirable criteria
19. Team member
20. Approachable
21. Effective communicator
22. Ability to deal with sensitive issues
23. Ability to organise own workload with priorities set by Consultant Secretary / Secretarial Coordinator