Medical Secretary

Job title:

Medical Secretary

Company

NHS

Job description

To provide a comprehensive medical secretarial service to a consultant and/or group of medical staff in an efficient and timely manner.This post is part of a professional multi-skilled team working across the administration services.***Preference will be given to internal Trust staff, as well as ‘Priority’ and ‘At Risk’ status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***Main duties of the jobTo provide secretarial support to one or more consultants and junior medical staff and to assist in the organisation of the consultant’s workload.About usWe are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.Date posted13 January 2025Pay schemeAgenda for changeBandBand 3Salary£24,071 to £25,674 a year Per AnnumContractPermanentWorking patternFull-time, Flexible workingReference number216-CB-M6914316Job locationsDerriford HospitalDerriford RoadPlymouthPL6 8DHJob descriptionJob responsibilities

• Responsible for the full secretarial and administrative service to the consultant(s) and his/her medical team (where appropriate)
• Take appropriate action with regard to telephone calls from parents/carers of patients, GPs and other agencies using initiative, within broad guidelines outlined by the consultant(s)/directorate manager
• Ensure accurate messages are taken for consultant(s) team and delivered in timely manner
• Prioritise own workload
• Manage Outpatient and Diagnostic Patient Target Lists (PTLs
• Maintain an up-to-date diary for the clinical team, liaising with external and internal contacts and organisations as necessary
• Sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information
• Provide administrative support to consultant(s) in respect of work relating to Royal Colleges, teaching, research, NHS medical reports, charities and publications, including organising meetings, agendas and minutes
• Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results
• Ensure effective communication with all members of a multi-disciplinary team
• Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records when required
• Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required
• Notify relevant staff to ensure that consultant(s) and team leave is taken into consideration in the planning of in-patient and/or out-patient care and instruct absences to relevant parties
• Provide support in respect of consultants clinical audit responsibilities
• Ensure comprehensive working knowledge of iPMS as commensurate with role
• Obtain patient test results using PATH/WebPACS/CRIS system at consultant(s)/team request
• Ensure all hospital case notes are traced into and out of the department accurately on iPMS
• To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team
• To arrange for copies of scans/X-rays/angios to forward to other Trusts and hospitals
• Have a working knowledge of in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy (MGN4) and undertake patient pathway management when required
• Required to cover service line medical secretary colleagues during times of absence or increased workload as requested by line manager
• To carry out any other clerical duties as determined by the line manager.

Job descriptionJob responsibilities

• Responsible for the full secretarial and administrative service to the consultant(s) and his/her medical team (where appropriate)
• Take appropriate action with regard to telephone calls from parents/carers of patients, GPs and other agencies using initiative, within broad guidelines outlined by the consultant(s)/directorate manager
• Ensure accurate messages are taken for consultant(s) team and delivered in timely manner
• Prioritise own workload
• Manage Outpatient and Diagnostic Patient Target Lists (PTLs
• Maintain an up-to-date diary for the clinical team, liaising with external and internal contacts and organisations as necessary
• Sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information
• Provide administrative support to consultant(s) in respect of work relating to Royal Colleges, teaching, research, NHS medical reports, charities and publications, including organising meetings, agendas and minutes
• Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results
• Ensure effective communication with all members of a multi-disciplinary team
• Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records when required
• Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required
• Notify relevant staff to ensure that consultant(s) and team leave is taken into consideration in the planning of in-patient and/or out-patient care and instruct absences to relevant parties
• Provide support in respect of consultants clinical audit responsibilities
• Ensure comprehensive working knowledge of iPMS as commensurate with role
• Obtain patient test results using PATH/WebPACS/CRIS system at consultant(s)/team request
• Ensure all hospital case notes are traced into and out of the department accurately on iPMS
• To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team
• To arrange for copies of scans/X-rays/angios to forward to other Trusts and hospitals
• Have a working knowledge of in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy (MGN4) and undertake patient pathway management when required
• Required to cover service line medical secretary colleagues during times of absence or increased workload as requested by line manager
• To carry out any other clerical duties as determined by the line manager.

Person SpecificationKnowledge & ExperienceEssential

• Previous demonstrable experience within a similar role.
• Previous demonstrable experience in the use of word processors/data base/spreadsheet packages.

Desirable

• Previous demonstrable experience of working within a large clinical setting.
• Previous demonstrable experience in a support/medical secretary role.

QualificationsEssential

• NVQ Level 3 in relevant subject or equivalent demonstrable experience.
• OCR II standard or equivalent or equivalent demonstrable experience.

Desirable

• Typing to OCR III (or above) standard or equivalent.

Aptitude & AbilitiesEssential

• Ability to accurately touch type.
• Excellent communication and interpersonal skills.

Desirable

• Understanding the Trust’s waiting list policy within the work place.

Person SpecificationKnowledge & ExperienceEssential

• Previous demonstrable experience within a similar role.
• Previous demonstrable experience in the use of word processors/data base/spreadsheet packages.

Desirable

• Previous demonstrable experience of working within a large clinical setting.
• Previous demonstrable experience in a support/medical secretary role.

QualificationsEssential

• NVQ Level 3 in relevant subject or equivalent demonstrable experience.
• OCR II standard or equivalent or equivalent demonstrable experience.

Desirable

• Typing to OCR III (or above) standard or equivalent.

Aptitude & AbilitiesEssential

• Ability to accurately touch type.
• Excellent communication and interpersonal skills.

Desirable

• Understanding the Trust’s waiting list policy within the work place.

Expected salary

£24071 – 25674 per year

Location

Plymouth

Job date

Thu, 16 Jan 2025 06:45:58 GMT

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