Thisis a senior secretarial role within Paediatric Oncology and Haematology, a highly complex, busy environment and assuch the individual will be expected to work independently as well as part of ateam. The individual should be patientfocused, professional and flexible in their approach to work.
Thepost-holder will:
a. Provide a wide-ranging PA service to agroup of clinicians (the number of which will be determined by Departmentalrequirements and the job plan commitments of the clinical team concerned).
b. For the group of consultantsresponsible for, manage the flow of patients ensuring tests and/or appointmentsare booked within the necessary timescales escalating potential for delays tothe PSC/Business Manager to ensure that prompt action is taken at all times inorder to support strategic capacity/demand planning for the Organisation.
c. At the request of the PSC and whererelevant, undertake investigation for informal PALS complaints.
d. Co-ordinate and transcribe/processresponses to formal patient complaints together with the clinician ensuringthat investigation outcomes are generated within the timeframe agreed with thepatient.
e. Coordinate and supervise the day-to-dayactivities and workload of a small team of medical secretaries (and workclosely with relevant PSC/Assistant PSCs as appropriate) and any supportingclerical staff.
f. Support the Team Medical Secretariesto ensure that service provision meets relevant quality standards.
Main duties of the job
The Senior Medical Secretary will have oversightof the referral to treatment time pathway for their consultants patientsensuring they are managed efficiently and effectively through their agreedclinical pathways and where it is not possible that the correct escalationprocedures are followed.
About us
LeedsChildrens Hospital covers 27 medical and surgical specialties and is one ofthe largest specialist children's hospitals in the country. We have over 20inpatient wards, employ over 800 nurses and last year held over 170,000outpatient appointments and treated over 25,000 surgical patients bothelectively/non-electively.
LeedsTeaching Hospitals is currently embarking on one of the largest and mosthigh-profile investment, transformation and regeneration programmes in the cityand the wider region. Its Building the Leeds Way Programme aims to transformhealthcare for patients in Leeds and the wider region. The investment Programmeinclude the construction of two new hospitals at the Leeds General Infirmary(LGI) site one for adults and the other a brand state of the art ChildrensHospital for Leeds and the surrounding region.
Job responsibilities
SeniorMedical Secretary role within Paediatric Oncology and Haematology.
In managing diaries for the clinicalteam the post holder will be expected to co-ordinate the cancellation oralternative provision of outpatient activity ensuring the communication meetsTrust targets where appropriate and escalating to the PSC/Business Manager incases where the cancellation of clinical activity may prevent national targetsfrom being met.
Supervise a small team of medicalsecretaries, and related clerical support staff, including the allocation ofwork and the organisation of daily departmental cover.
Managing and prioritisingdepartmental workload on a day-to-day basis.
On a regular basis to review relevantwaiting time reports (e.g.18-week reports) for the Consultants responsible forensuring in all cases that the next steps for the patient are identified andbooked. Where this is not possible to liaise with the Business Manager/PSC forappropriate action to be undertaken.
To support the clinical teams in thedelivery of excellent patient care by actively working with colleagues andother Departments to ensure that all patients registered within the service areproactively supported through their patient journey (This would include but isnot limited to: liaising with the relevant MDT teams about fast track patientsand escalating clinically urgent patients to the relevant staff groups foraction where required).
Ensuring all phone calls are answeredwithin the department during core office hours
Opening and dealing with departmentalpost and allocating resulting work to appropriate staff.
Monitoring turnaround times forclinical correspondence and taking corrective action as required, inconjunction with the assistant PSC/PSC, in order to meet 5-day turnaroundstandard.
Participate in yearly appraisals forthe team medical secretaries together with the PSC/Business Manager to supporton-going staff development
Providing PSC/Business Manager andConsultant staff with relevant information relating to administrative service.
Take minutes at secretarial staffmeetings and attending other administrative meetings as required.
Undertake duties required as theadministrator and super user for the digital dictation/speech recognitionsystem including identifying new workflows, updating workflows as required, andproviding general advice on the system to team secretaries.
Responsible for ensuring officeequipment is in working order and office supplies are maintained andreplenished.
PA/AdministrativeSupport (non clinical) to Consultant/Clinical Team
Provide a comprehensive PA service tothe Clinical Director/Lead Clinician and other medical colleagues.
Provide administrative support toClinical Nurse Specialists where appropriate.
Support clinicians with theirteaching and research portfolios by organising regular meetings with trainees,supporting in the writing of research materials and organising meetings andconferences as and when required. This includes but isnt limited to providingsupport to academic, educational, research and supervisory roles.
Taking phone calls and coveringdepartmental phones when required.
Deal directly with patient enquirieson behalf of consultant/clinical team.
Co-ordination of annual leave forconsultants, liaising with the Business Manager for approval and thencompleting the necessary documentation to organise the cancellation ofoutpatient activity as required.
Administration duties to supportdepartmental clinical audit and clinical governance where required, such as thecollation of information for reports.
Diary management for consultant staffincluding organising meetings, preparing meeting paperwork and taking minutesas required.
Organising travel arrangements forconsultant staff.
Other general administrative dutiesthat may be required to fulfil the role.
Person Specification
Qualifications
* GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2 qualification) English and Maths
* Audio typing/word processing skills (RSA III) or equivalent experience
* ECDL
Additional Requirements
* Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information.
* Understanding of relevant Trust standards and National Waiting Time Standards e.g. 5-day turnaround of clinical correspondence, 18-week wait for patients
* Using different IT systems to make an assessment of where a patient is in their pathway and the resulting steps required to progress that patient through their journey
* An understanding of medical careers and junior doctor rotation
Skills & behaviours
* Interpersonal and communication skills
* Organisational and time management skills
* Understanding of patient/customer focus.
* A detailed understanding of relevant Trust policies and procedures in particular the Complaints/PALS procedures.
* Supervisory skills
* Customer care skills - verbal and oral to support dealing with patient queries
* Tact and diplomacy in handling sensitive and confidential information
* An understanding of medical careers and junior doctor rotation
Experience
* Experience in a healthcare environment in a PA or similar role e.g. as a Team Medical Secretary
* Co-ordinating and managing a team workload
* A good understanding of the principles of data quality
* Using a variety of Microsoft office packages including word, excel and PowerPoint and e mail
* Using Trust based information systems such as PAS
* Diary management
* Organising and administrating meetings
* Prioritising and managing workload to meet deadlines
* Direct contact with patients either face to face or by telephone
* Using other Trust based information systems such as PPM for a variety of purposes e.g. reporting or patient pathway management
* Interpreting simple reports
* Organising travel
* Using Trust based information systems such as PPM
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.
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