An autonomous responsibility to manage a full clerical administrative and secretarial service to the Consultants and their teams. Take initial receipt of all incoming correspondence and enquiries as appropriate. Operate Careflow computer software system for retrieval/tracking of patient information/notes and dealing with patient enquiries. Using tact, diplomacy, reassurance and discretion, respond to telephone enquiries from distressed patients and their relatives.
Occasionally dealing with verbal abuse. Organise and record diary ensuring all paperwork is available as needed for appointments and meetings if required. Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers, managers, wards, admissions, outpatients and many other departments. Arranging meetings/appointments and provide information on a day-to-day basis.
Provide a complete secretarial service including audio typing/touch-typing clinical correspondence, dealing with departmental emails and composition of letters, minute taking. Utilise all modern IT tools available to provide the most efficient use of time and the most effective service e.g. software used Microsoft Outlook, Word, PowerPoint and Excel. Typing of reports, statements and theatre lists.
Comply explicitly with the Trusts Complaints Procedure. Without delay forward to appropriate parties all formal complaints and responses. Take and transcribe minutes of meetings as necessary. Personally deal with as many enquiries as possible such as arrangements for meetings, answer patients enquiries relating back to them answers and advice as necessary on a regular basis.
Act as a point of contact for the Clinical Team