Colorectal Consultant Secretary

Job overview

We’re looking for an enthusiastic, PA Consultant secretary to join our Colorectal secretarial team.

Working within the Colorectal department, the post holder will support the provision of a high quality secretarial and administrative service to the consultants and the wider multidisciplinary clinical team.

We’re looking for an enthusiastic, organised individual to join our busy team. There will be opportunities for you to further your knowledge and skills in this role, as well as career progression into senior roles, although this is not compulsory.

What we can offer you in return:

• Training and development opportunities / A friendly, supportive team / Enhanced annual leave / Generous NHS pension scheme / Discounts at selected restaurants/retailers

Interview: TBD

Main duties of the job

Patient/ client care – contact with patients and relatives, and other professional bodies by telephone and sometimes in person.

• To provide a full comprehensive service for consultants, clinicians and nursing teams. This involves typing of clinical letters to include clinical correspondence, clinician clinics, reports, and letters to other Professional bodies, using audio/ Digital Dictation
• Ensure that the telephone is attended too during normal working hours and an answerphone service is provided at all other times.
• To be involved in liaising with line managers in reporting workload, issues or cover that is required.
• MDT facilitation
• Organise meetings for the colorectal service when required.
• Liaise with the outpatient’s department regarding patient appointments and clinic management, including the cancelling and setting up of clinics. Make decisions re-expediting/changing appointments, contact with patients regarding booked appointments and re-bookings.
• To support the support secretaries/ other consultant PA roles in their absence.

Detailed job description and main responsibilities

• Deal appropriately with telephone calls from GP’s, patients, medical staff, nursing staff, hospital departments etc.
• Ensure that the telephone is always attended during normal working hours, if only with a message facility in the absence of the post holder.
• Liaise with General Practitioners regarding patient care and pathways.
• Liaise with other hospitals and agencies regarding the transfer of patient’s ongoing care.
• Take calls from anxious and distressed members of the public or staff, requiring skill and sensitive handling, without recourse to others other than in exceptional cases
• To take initiative in the organisation, administration and communication to minimise the demands upon the consultant.
• Deal appropriately with telephone calls from GPs, patients, medical staff, nursing staff, hospital departments etc.
• Dealing with queries involving confidential documents regarding a wide variety of information, recognising when issues should be referred, and to whom.
• To provide a full comprehensive secretarial service within the Colorectal Secretarial Team.
• Maintain a rota of leave for the consultant and the team. Ensure that appropriate departments and individuals are notified of the leave and communicate cover arrangements, as appropriate within the Specialty.

To co-ordinate leave and cover, liaising with line manager as needed. To ensure the accurate recording of annual leave and sick leave.

• Ensure that all patients attending the Out-patient clinics have undergone all necessary investigations and that the results are available at the patient’s attendance times.
• Arrange investigations for patients with the appropriate department, advising patients by letter or telephone and obtain results.
• Ensure that all reports and investigations are correlated and available on the electronic hospital system and TEAMS.
• Draw the Consultant/Medical Staff’s attention to any results of key importance or abnormality within the guidelines agreed, and the post holder will then action any results within specified procedures.
• Ensure all relevant information is obtained for patients to be discussed at the Multidisciplinary Meetings.
• It may be necessary for the post holder to cover their colleagues whilst on annual leave and perform duties advised by the Colorectal Admin Team Leader and/or Surgical Secretariat Operations Manager.
• Adequate information must be conveyed for others to be able to stand-in for the post holder in their absence.
• It is the responsibility of the post holder to inform the Team Leader of any fluctuations in the workload, and report as early as possible any difficulties arising from an inability to complete work in time or effectively.
• It may be necessary for the post holder to assist with their colleague’s workload – this encompasses all specialties within the Surgical Secretariat.