Lead Breast Secretary

Job overview

An exciting opportunity has arisen within the Breast Unit for a Lead Secretary. We are looking for an enthusiastic, motivated, and organised individual with excellent communication and administrative skills. Experience of working with Microsoft Office packages, including Word, Excel, and Outlook, is essential.

The successful candidate will provide an efficient and effective secretarial and administrative service within a confidential environment, acting as the first point of contact for enquiries from patients, healthcare professionals, administrative staff, and external agencies. The role includes the use of Patient Administration and Cancer software systems to capture, monitor, and maintain accurate data.

The post holder will be responsible for organising and preparing meetings, including the collation of patient information and reports for the Multi-Disciplinary Team (MDT) meetings, as well as taking and distributing meeting minutes as required.

Working as part of a dedicated team of secretaries, the successful candidate will prioritise and respond to the demands of Breast Consultants, Clinical Nurse Specialists, and other practitioners and managers. The post holder will be expected to work independently, using their own initiative, while also contributing effectively within a multidisciplinary team and supporting colleagues when required.

Main duties of the job

Monitor, update and escalate 18 Week Validation for patient tracking purposes.

Support the Deputy Secretary Office Manger with daily cancer patient tracking and updating joint Sharepoint PTL

Make Outpatient appointments as required, and in response to urgent referrals. Liaise with the Outpatients Booking Team, Consultant and Breast Care Nursing Teams as required to identify slots.

Responsible for inputting the Multiple Disciplinary Team (MDT) Meeting annotations onto the ICE computer system, liaising with the MDT co-ordinators, Screening Office and finalising the MDT list ready for the weekly meeting for the Consultants and health care professionals. Monitor weekly MDT Biopsy and MRI reports list for additions required for MDT.

Using Trust Clinicman system to set up breast clinics and make changes to existing clinics and amend clinic templates.

Monitor Breast Partial Booking lists, U6W lists and LRO (leave referral open) lists regarding outstanding Follow-up appointments, and ensure patients’ appointments are booked as appropriate.

Work with the Breast Care Nursing Team to monitor and review the Breast Care Nurse’s Appointment Spreadsheet on a daily basis, to ensure all relevant actions with regarding patient appointments are actioned within required deadlines.

Collate information/data as required for meeting Agendas and take minutes/update Action Trackers at Breast Service related meetings, including Breast Clinical Governance and Breast Operational MDT meetings.

Detailed job description and main responsibilities

Please see the Job Description and Person Specification for the full requirements of the role.