Paediatrics Medical Secretary – Band 4 (37.5 hours per week)
An exciting opportunity for a Medical Secretary to support our Paediatric Team across General Paediatrics, Cardiology and Nephrology. You will provide high‑quality administrative and secretarial support to consultants and their teams, including outpatient services and clinic management.
Job responsibilities
1. Undertake a full range of secretarial duties for consultants and their team.
2. Produce and forward patient letters and other correspondence using audio typing and/or dedicated software.
3. Handle daily post, faxes, e-mails, results, and prioritise urgent information for consultants.
4. Take responsibility for new referrals; liaise with appointment centre staff, specialist nurses, cancer MDT coordinators and other clinical staff to ensure new referrals are promptly seen/treated.
5. Make appointments as required.
6. Prepare relevant notes, results and scans for clinics; obtain missing details in a timely fashion.
7. Understand the full patient pathway and its impact on local decisions; maintain thorough knowledge of medical treatments and associated specialties.
8. Work to achieve national and local standards and guidelines for patient care (e.g. 2‑week wait rule, inpatient & outpatient waiting targets, investigation turnaround times, RTT validation times).
9. Implement local policies & procedures ensuring working practices meet standards and are patient‑centred.
10. Amend patient pathways where possible and escalade as required.
11. Manage the implications of Patient Choice and electronic booking, proactively addressing changes needed within the speciality.
12. Ensure funding arrangements are confirmed for out‑of‑area/out‑of‑contract patients in liaison with managers and liaison offices.
13. Arrange patient admissions with admission staff, diagnostic departments, and transport desk as necessary.
14. Treat telephone calls from patients, relatives, members of the public and professional organisations efficiently, tactfully and compassionately.
15. Listen and address patient concerns, aiming to resolve situations causing distress or anger.
16. Provide information to patients as agreed with the consultant, working closely with the team.
17. Understand the complaints procedure; resolve complaints where possible, escalating outstanding concerns as required.
18. Manage annual leave implications, amend clinics, arrange cover for consultants during absence.
19. Provide comprehensive personal assistant service, including diary management, meeting arrangements, travel and conference details.
20. Regulate out‑patient clinics as required.
21. Maintain efficient filing and information tracking systems, including electronic case note tracking.
22. Distribute information leaflets and offer telephone advice to patients in accordance with guidelines.
23. Utilise the Trust’s Patient Administration System Cerner and other information systems, ensuring correct patient information entry and amendment.
24. Provide short‑term cover for annual leave and emergency cover for other secretarial staff.
25. Supervise and train agency and bank temporary staff, ensuring standards are maintained.
26. Conduct day‑to‑day supervision and training of medical secretarial and clerical staff.
27. Support the induction of junior doctors.
28. Collect and capture audit data (prepare/maintain patient databases, ensure research files are up‑to‑date).
29. Liaise with other departments within RSCH, GP practices, and other hospitals as necessary.
30. Ensure the steady supply of stationery and office equipment, with emphasis on waste reduction.
31. Attend and contribute to working groups and policy forums (e.g. Trust Secretarial Group, Patient and User Involvement Strategy Group, Patient Line of Sight Teams).
32. Perform any other duties appropriate to the grade and nature of the post.
33. Agree an individual Personal Development Plan with the line manager.
Qualifications
* Good general standard of education to GCSE level or equivalent, including English.
* RSA II or equivalent in word processing/audio typing RSA III, or a Medical Secretarial qualification (BSMS Certificate) or equivalent.
Skills, Knowledge & Experience
* Working knowledge of Microsoft Word, Excel, Access and PowerPoint.
* Experience working with the general public effectively.
* Experience in diary management.
* Knowledge of basic anatomy and physiology.
* Detailed knowledge of patient pathways and advanced medical terminology in own area of work.
* Knowledge of NHS priorities and understanding of guidelines and targets in own area of work.
* Working knowledge of NHS systems.
* Experience of planning and booking appointments.
* Experience in an acute hospital environment as a medical secretary.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check for any previous criminal convictions.
Salary: £29,812 to £32,715 per year (pro rata), including HCAS.
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