SENIOR MEDICAL SECRETARY

Job title:

SENIOR MEDICAL SECRETARY

Company

NHS

Job description

Senior Medical Secretary B437.5 hours per week (Monday – Friday)We are looking for an enthusiastic and self-motivated individual to join our busy administration team within the Cardiac Surgery Department.You will be joining a busy and award winning team providing a first class service to patients attending the services. We are looking for a professional and confident individual with the ability to communicate on all levels and one who can remain calm and work accurately under pressure. You should also have the ability to prioritise your own workload but also be able to receive direction from colleagues within the team; identifying and escalating any problems to senior staff in a timely manner.Experience within a busy healthcare setting, knowledge if hospital systems and exposure to working with the general public is desirable.Main duties of the jobKEY RESULT AREASTo provide an administrative and secretarial service to the clinical / medical teams. This will include:-o To monitor and ensure clinical correspondence is produced and compliant with the Trust quality standards.o Responsible for ensuring results/reports are chased in a timely manner and brought to the Consultant’s / Medical Teams attention.o Manage transcription, quality checked, stored in the appropriate hospital system and sent out in a timely mannero Managing the Clinical / Medical Team’s filing systemo Managing the Clinical / Medical Teams diaries/hospital rota systemso Maintain the office systems for recording and tracing patient recordso Minute takingo Ensuring admin consumable stock levels are adequately maintainedo Evaluate and deal appropriately with all incoming correspondence ensuring that urgent enquiries are passed to the clinician promptly. This will include an element of autonomous decision making based on the clinicians’ normal practice.About usOur new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).We have four primary goals:

• high-quality care for all,
• being a great place to work,
• partnerships for impact, and
• research and education excellence

And we will embed health equality in all we do – taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:

• we are compassionate,
• we are proud,
• we are inclusive, and
• we are one team

This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.About the University Hospitals of Leicester NHS Trust:http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/Date posted17 March 2025Pay schemeAgenda for changeBandBand 4Salary£26,530 to £29,114 a yearContractSecondmentWorking patternFull-timeReference number358-7050966-RRCJob locationsGlenfield HospitalGroby RoadLeicesterLE3 9QPJob descriptionJob responsibilitiesResponsible for the efficient and effective running of the clinical facing administrative team/s. This will include identifying conflicting demands and adjusting schedules accordingly, arranging complex cross-organisational and multi- disciplinary activities in line with the local and national health care agendaEnsuring effective diary maintenance, room and meeting bookings and other administrative arrangements as required, to enable the clinician to fulfil their role.Implementing changes in practice and technology in response to local and corporate drivers, eg electronic patient records.The post holder is responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems.Liaising with other clinical facing administrative staff in order to make outpatient appointments from Consultant and GP referrals especially in relation to peripheral clinics ensuring that all the appropriate paperwork is received in a timely and efficient manner.As directed by the Admin, Service, General Manager or Consultants, update and maintain the consultant job planning system to ensure an accurate reflection of the consultants job plan.Provide a first point of contact for all levels of staff, patients and their relatives for the Clinical / Medical Teams. This will include advice and support to patients and their carers in relation to their appointments, treatment and diagnosis ensuring that at all times confidentiality and data protection are not breached.To provide a courteous and professional service in line with Trust standards at all times, with respect to communication to patients, colleagues and service users.Support in the handling of complaints or other information requests coming in to the clinical office.Ensure results/reports are chased in a timely manner and brought to the Consultants / Medical Teams attention. Ensure results are followed up so patients are given follow up appointments/discharged as appropriate as within RTT guidelines.To work on own initiative to answer queries regarding patients results (for example, results from MRIs and ensure these are picked up from the relevant department on a regular basis) in accordance with defined protocols, and providing support, coaching and guidance to the clinical administrative team/s.To have an understanding of the CMGs systems and processes. Review and implement practices and protocol changes in line with service needs.To support the team in the effective management of care pathways and targets in accordance with defined protocols.Provide assistance and support to clinical / medical staff and their teams in researching and preparing academic or other papers for publication or presentation.Ensure that all Consultants and their teams annual leave, study leave and absences are accurately recorded, monitored and communicated to the relevant areas and that where appropriate arrangements are made for either cover or reduction of clinics.Any other duties as may be required by the Consultants, Clinical / Medical Teams, Management team.(Please refer to the job description/person specification for further details on the role)Job descriptionJob responsibilitiesResponsible for the efficient and effective running of the clinical facing administrative team/s. This will include identifying conflicting demands and adjusting schedules accordingly, arranging complex cross-organisational and multi- disciplinary activities in line with the local and national health care agendaEnsuring effective diary maintenance, room and meeting bookings and other administrative arrangements as required, to enable the clinician to fulfil their role.Implementing changes in practice and technology in response to local and corporate drivers, eg electronic patient records.The post holder is responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems.Liaising with other clinical facing administrative staff in order to make outpatient appointments from Consultant and GP referrals especially in relation to peripheral clinics ensuring that all the appropriate paperwork is received in a timely and efficient manner.As directed by the Admin, Service, General Manager or Consultants, update and maintain the consultant job planning system to ensure an accurate reflection of the consultants job plan.Provide a first point of contact for all levels of staff, patients and their relatives for the Clinical / Medical Teams. This will include advice and support to patients and their carers in relation to their appointments, treatment and diagnosis ensuring that at all times confidentiality and data protection are not breached.To provide a courteous and professional service in line with Trust standards at all times, with respect to communication to patients, colleagues and service users.Support in the handling of complaints or other information requests coming in to the clinical office.Ensure results/reports are chased in a timely manner and brought to the Consultants / Medical Teams attention. Ensure results are followed up so patients are given follow up appointments/discharged as appropriate as within RTT guidelines.To work on own initiative to answer queries regarding patients results (for example, results from MRIs and ensure these are picked up from the relevant department on a regular basis) in accordance with defined protocols, and providing support, coaching and guidance to the clinical administrative team/s.To have an understanding of the CMGs systems and processes. Review and implement practices and protocol changes in line with service needs.To support the team in the effective management of care pathways and targets in accordance with defined protocols.Provide assistance and support to clinical / medical staff and their teams in researching and preparing academic or other papers for publication or presentation.Ensure that all Consultants and their teams annual leave, study leave and absences are accurately recorded, monitored and communicated to the relevant areas and that where appropriate arrangements are made for either cover or reduction of clinics.Any other duties as may be required by the Consultants, Clinical / Medical Teams, Management team.(Please refer to the job description/person specification for further details on the role)Person SpecificationCommitment to Trust Values and BehavioursEssential

• Must be able to demonstrate behaviours consistent with the Trust’s Values and Behaviours

Training & QualificationsEssential

• Educated to GCSE standard or Equivalent Grade C or above Maths & English
• NVQ III or equivalent

Desirable

• NHS systems and procedures

ExperienceEssential

• 2 years Administration experience
• Knowledge of a range of Administration procedures
• Knowledge of software programmes including MS Office
• Experience of dealing with customers/patients

Desirable

• Significant experience of working in a large complex organisation

Communication and relationship skillsEssential

• Effective communication skills both written and oral
• Tact and diplomacy Proven effective team working

Desirable

• Exposure to dealing with complaints

Analytical and Judgement skillsEssential

• Able to act on own initiative Ability to work without close supervision

Person SpecificationCommitment to Trust Values and BehavioursEssential

• Must be able to demonstrate behaviours consistent with the Trust’s Values and Behaviours

Training & QualificationsEssential

• Educated to GCSE standard or Equivalent Grade C or above Maths & English
• NVQ III or equivalent

Desirable

• NHS systems and procedures

ExperienceEssential

• 2 years Administration experience
• Knowledge of a range of Administration procedures
• Knowledge of software programmes including MS Office
• Experience of dealing with customers/patients

Desirable

• Significant experience of working in a large complex organisation

Communication and relationship skillsEssential

• Effective communication skills both written and oral
• Tact and diplomacy Proven effective team working

Desirable

• Exposure to dealing with complaints

Analytical and Judgement skillsEssential

• Able to act on own initiative Ability to work without close supervision

Expected salary

£26530 – 29114 per year

Location

Leicester

Job date

Thu, 20 Mar 2025 05:43:05 GMT

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