To provide a comprehensive service to the consultants and speciality teams, with the minimum of supervision. Organise your own workload and co‑ordinate activities with other medical secretaries to ensure that an efficient service is provided. It is essential that you show initiative commensurate with the role and it is vital that confidentiality should be maintained at all times. Ensure cross cover working where possible.
Responsibilities
* To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians.
* To manage and maintain 18‑week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded on the PAS system. Keep track of referrals to ensure patients are reviewed promptly and that follow‑up appointments are arranged in conjunction with the Referral to Treat (RTT) patient pathway.
* Mentor, train and supervise relevant staff as required; deal with annual leave requests and sickness‑absence return‑to‑work interviews.
* Support consultants in non‑clinical activities by preparing presentation documents using relevant packages, arranging meetings, setting agendas, circulating agenda/supporting papers as appropriate and taking minutes at meetings.
* Ensure appropriate personnel are informed of consultant annual leave/study leave and keep consultants informed of junior‑doctor leave, as it could have an effect on the service.
* Organise and maintain consultant admissions; cancel and add patients to the waiting list as appropriate, ensuring lists are updated and patients contacted. Liaise with the waiting‑list office, anaesthetic department and ward; complete and amend theatre lists appropriately.
* Type dictation from audio transcription of clinical correspondence and documentation.
* Type discharge summaries as appropriate and maintain an effective track on inpatient referrals to ensure patients are reviewed promptly.
* Check clinical letters to ensure appropriate follow‑up arrangements/investigations are in place and rectify if necessary.
Key Skills and Competencies
* Develop an in‑depth knowledge of all aspects of the Consultant’s role, liaising with professional bodies where staff have additional roles and special interests.
* Apply knowledge of patient administration systems and Microsoft Office products for updating/extracting patient information to support the patient pathway.
* Exercise independent judgement and initiative, being discerning in all aspects of the secretarial role.
* Communicate effectively at all levels of the organisation and with external clinical stakeholders, exercising tact, sensitivity and discretion when dealing with patients and their relatives.
* Play team‑player role, cross‑cover colleagues, mentor new staff members and supervise junior admin staff where appropriate.
Qualifications and Experience
* Educated to GCSE/O Level standard or higher.
* RSA/OCR Typing/Word processing Level 3 or equivalent.
* RSA/OCR Audio typing Skills Level 3.
* Secretarial Qualification or equivalent experience.
* Knowledge of medical terminology.
* Shorthand (essential).
* Excellent IT skills with knowledge and experience of all Microsoft Office packages.
* Demonstrable experience working in an NHS office environment as a medical secretary; professional communication at all levels in a helpful courteous manner; first‑class communication skills.
* Excellent word‑processing and keyboard skills.
* Ability to organise workload effectively and prioritise to meet deadlines.
* Knowledge of internal PAS system.
* Experience supervising and motivating a team.
* Excellent organisational skills.
* Ability to work individually or as part of a team.
* Legible handwriting.
* Time‑management skills.
* Excellent interpersonal and influencing skills.
* Desirable: ECDL or equivalent.
* Desirable: Understanding of Trust internal policies and proficiency in complying with Trust policies and procedures.
* Desirable: Ability to maintain confidentiality in all matters (Data Protection Act).
* Desirable: Willingness to undergo further training in accordance with the needs of the post and capability to adapt to most situations.
* Desirable: Eager to learn.
* Desirable: Ability to maintain control of stressful/sensitive situations.
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