We are looking to recruit a Trust Medical Secretary to join the Paediatrics team; located at the Norfolk and Norwich University Hospital. The Medical Secretary plays a pivotal role in supporting the Senior Medical Secretary.
They will be a point of contact for all communications between the Consultant, patients, relatives, all hospital staff, General Practitioners and their staff and outside agencies, maintaining a close working relationship between consultants and patients as appropriate. Assist in the management of the office administration of the Consultant and designated clinical team. Provide an effective administrative secretarial service, ensuring continuity of service during the Consultant's absence.
To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate NNUH's 'PRIDE' values of People focused, Respect, Integrity, Dedication and Excellence and demonstrate behaviours that support and encourage an inclusive culture.
Main duties of the job
* Deal efficiently and effectively with direct and indirect (i.e. telephone, face to face) enquiries from patients, all levels of medical and nursing staff, GPs, Social Services and other health professionals and staff. Respond to enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible.
* Accurately transcribe all correspondence by touch typing from audio / digital dictation or shorthand using knowledge of medical terminology. Generate routine and non-routine correspondence independently.
* Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases.
* Promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient and waiting lists as required in local work area, escalating to senior staff as required.
* Adding patients to waiting lists as requested taking into account the urgency of the case and the patient's preference.
* Arrange urgent admissions direct from clinic and ambulatory care areas, contacting the patient and liaising with ward/theatre/clinics as required.
* Respond to omissions/problems in the scheduling of follow up appointments, analysing the situation (e.g. patient's history, hospital procedure and available slots), and overbooking clinics as necessary requesting advice from colleagues as if required.
Job responsibilities
* Adding patients to waiting lists as requested taking into account the urgency of the case and the patients preference.
* Arrange urgent admissions direct from clinic and ambulatory care areas, contacting the patient and liaising with ward/theatre/clinics as required.
* Support meetings with minute-taking as necessary.
* Maintain diaries as appropriate.
* Processing leave requests, informing relevant departments and staff to ensure services are co‑ordinated e.g. re‑scheduling clinics and operating lists accordingly.
* Assist Appointment Booking Clerks in the management of Outpatient waiting lists by advising them on patient priority in relation to availability of clinic slots, referring to colleagues for assistance/guidance as necessary.
* Make Outpatient appointments as required and in response to urgent referrals, booking clinics as necessary.
* Respond to omissions/problems in the scheduling of follow up appointments, analysing the situation (e.g. patients history, hospital procedure and available slots), and overbooking clinics as necessary requesting advice from colleagues as if required.
Benefits
We can offer you the full range of NHS benefits/discounts and in addition:
* Fast Track Staff Physiotherapy Service
* Multi Faith prayer room at NNUH Colney Lane site
* Discounted gym memberships
* Excellent pension scheme and annual leave entitlement
* Wagestream - access up to 40% of your pay as you earn it
* Free Park & Ride service direct to NNUH Colney Lane site
* Free 24‑hours confidential counselling support
* On‑site Nursery at NNUH Colney Lane
* On‑site cafes offering staff discounts at NNUH Colney Lane
* Flexible staff bank
* Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics
Qualifications
* RSA III or equivalent experience
* Good general standard of literacy and numeracy
Experience
* Working knowledge and experience of using Microsoft Office packages, including Word, Excel, Outlook
Skills
* Ability to work to tight deadlines and maintain concentration in a pressurised working environment
* Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
* Demonstrates understanding and commitment to Equality, Diversity and Inclusion
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.
£25,760 to £27,476 a year per annum, pro rata
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