Head and Neck Medical Secretary
* Provide a comprehensive service to consultants and speciality teams, including nurse practitioners and clinicians.
* Operate an effective bring‑forward system and filing system.
* Keep the diary up to date, arrange appointments, and arrange travel and accommodation.
* Manage and maintain 18‑week pathways, including tertiary referrals to external trusts, ensuring they are accurately recorded on PAS. Keep track of referrals to ensure patients are reviewed promptly and arrange follow‑up appointments in conjunction with the Referral to Treat (RTT) patient pathway.
* Mentor, train, and supervise relevant staff. Deal with annual leave requests and sickness‑absence return‑to‑work interviews.
* Support consultants in non‑clinical activities by preparing presentation documents using appropriate packages, arranging meetings, setting agendas, circulating agenda/supporting papers, and taking minutes.
* Ensure appropriate personnel are informed of consultant annual leave/study leave. Keep consultants informed of junior doctor leave, as it may affect the service.
* Organise and maintain consultant admissions. Cancel and add patients to the waiting list as appropriate, liaise with the waiting list office, anaesthetic department, and ward, and complete or amend theatre lists.
* Type dictation from audio transcription of clinical correspondence and documentation, and type discharge summaries as required. Maintain a track of inpatient referrals to ensure timely reviews.
* Check clinical letters to ensure appropriate follow‑up arrangements or investigations are in place; rectify if they are not.
* Allocate and review the work of other staff.
* Ensure sickness‑absence and annual leave of clinical staff is reported.
* Assist with the investigation and compilation of responses to complaints or incidents, ensuring deadlines set by the Trust are met.
* Work from initiative using own judgement, knowledge, and tact to deal with queries and resolve situations or refer to the appropriate person.
* Carry out appraisals as appropriate.
* Organise and order stationery as required.
* Ensure all junior staff mandatory training is up to date and report accordingly.
* Deal with enquiries either by 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 promptly.
* Accurately check patient demographics using PAS, including registration screen and casenotes tracking, ensuring patient details are correct.
* Assist with audit or research data collection as required.
* Obtain information as requested by line manager.
* Work as part of a team, promote effective flows in the department, and cover leave to keep the office running smoothly.
* Train new and junior members of the team within own work area as required by line manager.
* Attend training or education sessions at the request of manager.
* Perform general office duties, including incoming and outgoing mail, e‑mail, fax, photocopying, and participate in housekeeping of office environment.
* Work with managers to review working practices, find solutions to problems, and implement policies and procedures for own area.
* Record and input data onto databases or systems as appropriate.
* Work flexibly in accordance with Trust policy, and check flexi time sheets for medical secretaries.
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