Medical Secretary, Urology

Job overview

Working in a team of 11 Consultant Surgeons and 7 medical secretaries within the Urology department the applicant will be working closely with 2 Consultant Surgeons.  They will be responsible to the Administration Manager and helping to achieve all targets allocated to the team.  The role involves taking detailed telephone calls from patients, managing theatre sessions and clinic outpatient lists ensuring all at full capacity wherever possible.

Please be advised that sponsorship is not eligible for this post.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Main duties of the job

• To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale,
• To ensure, wherever possible, that all clinical documentation is up-to-date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary.
• To ensure the effective organisation of all patients under the care of the consultant and his/her team in accordance with Local and National policy and targets.
• To maintain an efficient office management system/procedure to enable the consultant and his/her team to optimise their patient care services. This will require: effective management of the consultant’s time, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel,
• To support team members. This will require: undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times; providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required.

Detailed job description and main responsibilities

• Provide oversight to the Support Secretaries for associated administrative activities, such as patient bookings, appropriate documentation and typing, with local training.
• Use of hospital systems, including EPR and MModal, to effectively manage workload and RTT patient pathways.
• Liaise with patients over the phone for clinics, theatre bookings and general queries, providing feedback to Consultants and Admin Manager team for any urgent matters. Ensuring clear lines communication and correspondence in line with Trust policies and procedures.
• Responding to patient complaints and providing follow-up actions for any outcomes required to the PALS team and senior management.
• Will provide a key function in the booking of Outpatients follow-up appointments and short notice theatres, tracking the patient through the processes as part of managing their Consultant’s Waiting List.
• Responsibility for typing of routine and urgent letters where appropriate, linking in with clinicians for any queries and for following up on verification.
• Complete Trust Mandatory Training and keep up-to-date for all modules.
• Attend regular 1:1 meetings with Admin Manager for discussion over work activities, forward planning, training needs and opportunities, as well as welfare checks

For further details of the role please see the attached job description.