PA/Medical Secretary

Main duties of the job

• Liaise with all Clinical Nurse Specialists in your area of responsibility to provide a full secretarial service, including all administrative duties and dealing with mail, placing it in order of priority and acting on matters which can be dealt with without further reference.
• Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.
• Type clinical correspondence, treatment summaries and annotations, ensuring compliance with turnaround time and targets and ensuring office instructions are followed.
• Organise and schedule meetings and maintain an up to date diary for appointments, meetings and interviews.
• Effectively monitor clinic templates, liaising with clinical team and administration staff to ensure clinic numbers are manageable, escalating to the management team when appropriate.
• Answer written and verbal enquiries from patients/relatives, referring enquiries to consultants only when necessary.
• Deal with stressful phone calls which may be emotional or abusive and of a sensitive nature from relatives/patients.
• Liaise with internal and external departments to arrange clinical investigations/procedures.
• Coordinate information between patients involved in trials, the hospital and organising bodies.
• Ensure accurate input of patient details in information databases and the Patient Administration System (Careflow), including routine use of the case note tracking system.
• Receive new patient referrals and organise appointments/admissions and arrange treatment as required.
• Contribute to the management of the waiting list, particularly for patients in the two week wait category.
• Co ordinate annual leave within the group to ensure clinics are capped or cancelled as necessary for effective clinic management and appropriate nursing staff allocation.
• Assist with training of new staff members within the area as required.
• Ensure case notes are kept up to date and that all investigations and other material (outside notes and films) are available for clinic appointments/admissions.
• Provide information required to support the investigation of litigation cases.
• Provide statistical information to the Information Department as required.
• Work with clinicians, managers and administration staff to review working practices, identify new improved ways of working and find solutions to problems.
• Collaborate with the management team to improve the quality and range of services, with resources being managed according to agreed policies and priorities.
• Ensure all relevant information is available for multidisciplinary meetings for the team.
• Co ordinate case notes and reports where necessary.
• Always follow risk management procedures, including the identification, assessment and management of risk within the division.
• Abide by all Trust policies and procedures.
• Take responsibility for own professional / personal development, including participation in ongoing appraisal and personal development planning.
• Understand that this job description is not exhaustive but reflects the main responsibilities of the post holder and may be subject to regular review and modification.

Qualifications

• 5 GCSEs grade C or above including Maths and English or equivalent.
• RSA stage II or III.

Experience

• Experience of working in a health care setting.
• Experience of working as part of a team and in isolation.
• Experience in managing priorities under pressure, to meet service needs and strict deadlines.
• Previous secretarial experience in a medical setting.
• Previous experience of patient management systems.

Skills

• Audio and copy typing.
• Sound knowledge of medical terminology.
• Word processing.
• Willingness to attend training courses appropriate to the role.
• Microsoft Office (Excel, PowerPoint).

Knowledge

• Ability to produce accurate, well presented work.
• Ability to work as part of a team.
• Organisational abilities to work to tight deadlines.
• Ability to work independently and to use initiative.
• Ability to work under pressure.
• Reliability.
• Flexibility to work within the team where necessary.

Values

• Ability to demonstrate the organisational values and behaviours.

Other

• Excellent interpersonal skills.
• Flexible and pro active approach.
• Self motivated.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£28,392 to £31,157 a year (pro rata)