Medical Secretary - COPD

Job overview

“To provide a comprehensive administrative and secretarial service, ensuring the effective and efficient processing of daily workloads alongside ad hoc office duties. This includes working collaboratively to ensure appropriate cross-cover arrangements are in place.

The post holder will deliver a high-quality secretarial service to the COPD Specialist Nursing Team with minimal supervision, organising and prioritising their own workload while coordinating activities with other medical secretaries to maintain an efficient and responsive service.

The role requires the use of initiative and proactive working to contribute positively to service organisation. A high level of confidentiality must be maintained at all times.”

The JD & PS are currently under AfC review and are subject to change.

Main duties of the job

• Quality check clinical administration documentation to ensure accuracy and completeness.
• Undertake monthly audit reports against Key Performance Indicators (KPIs).
• Mentor, train, and supervise administrative staff as required.
• Type clinical correspondence from audio dictation, ensuring appropriate follow-up actions and investigations are identified and arranged
• Answer telephone calls promptly and professionally, communicating with patients using tact, discretion, and empathy.
• Accurately input and maintain patient information on Patient Administration Systems (PAS), ensuring demographic details are up to date.
• Manage and track departmental equipment, including maintaining logs and liaising with equipment services.
• Create, maintain, and safely dispose of patient referral records in line with information governance policies.
• Maintain and update internal databases, including clinical audit and MDT records.
• Ensure adequate stock levels
• Liaise effectively with community-based clinical teams.
• Process donations (cash/cheque) in accordance with Trust procedures, issuing receipts and confirmation letters.
• Maintain efficient audit processes for clinical correspondence
• Take minutes and circulate to relevant stakeholders in a timely manner.
• Obtain and provide information as requested by the clinical team or management.
• Ensure all mandatory training compliance
• Work collaboratively as part of a team, ensuring service continuity during periods of leave.

Detailed job description and main responsibilities

Additional Duties and Responsibilities

• Support documentation audits and the recording of Key Performance Indicators (KPIs).
• Assist the Lead Nurse with staff correspondence, including letters, InPraise submissions, and SBS ordering.
• Undertake general office duties, including managing mail, email, photocopying, and maintaining an organised work environment.
• Attend training sessions, meetings, and educational events as required by the line manager.
• Work with managers to review processes, improve efficiency, and implement solutions to service challenges.
• Work flexibly in line with Trust policies and service needs.
• Undertake any other duties as required by the Line Manager.
• Support team meeting agenda and minutes
• Support delivery and minutes of the Consultant MDT

Governance, Compliance, and Professional Responsibilities

• Comply with all Trust policies and procedures at all times.
• Actively participate in annual performance reviews to identify and address personal development needs.
• Attend all required statutory and mandatory training, along with any additional relevant training for the role.
• Fully comply with the Health and Safety at Work Act and adhere to the Trust’s Health and Safety policies and procedures, taking all reasonable precautions to ensure a safe working environment.

Information Governance and Confidentiality

• Maintain strict confidentiality in line with GDPR (2018) and Caldicott principles.
• Ensure all information is handled legally, securely, and appropriately in accordance with Trust policies.
• Understand that breaches of confidentiality may result in disciplinary action, including dismissal, and could lead to civil liability.
• Ensure all records are accurate, legible, contemporaneous, and attributable, maintaining high standards of data quality.

Equality, Safeguarding, and Conduct

• Treat all colleagues, patients, and visitors with dignity and respect, promoting equality and challenging discriminatory behaviour where appropriate.
• Uphold the Trust’s commitment to safeguarding children, young people, and vulnerable adults.

Infection Prevention and Control

• Actively participate in infection prevention and control measures in line with the Health and Social Care Act 2008.
• Attend mandatory training and apply learning in daily practice.

Professional Standards and Flexibility

• Adhere to relevant professional codes of practice where applicable.
• Undertake duties flexibly across sites as required by the service.
• Work in line with evolving service needs, recognising that duties may change over time.

NHS Values and Expectations

• Adhere to the NHS Constitution and its core principles and values.
• Uphold the Duty of Candour by being open and honest and raising concerns where appropriate.

General Requirements

• The Trust operates a non-smoking policy across all sites; failure to comply may result in disciplinary action

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.