Medical Secretary

Job overview

We are looking to recruit a self-motivated, enthusiastic and experienced Medical Secretary to support the Consultant Paediatricians

This is a challenging role with a wide and diverse remit.  This will include detailed minute taking, clinic co-ordination, audio typing, diary management and dealing with enquiries via email and phone and liaising with GPs, other hospital departments and the wider MDT.

You must have excellent communication skills both written and verbal and be able to provide evidence of working in a busy environment utilising established secretarial and administrative skills.

Experience of Microsoft packages including word, excel, powerpoint, is essential.

Knowledge of audio typing and Hospital PAS and EPROC systems would also be beneficial, although training can be provided.

This post is for  a fixed 6 month term  working 37.5 hours over 5 days Monday – Friday, however start/finish times can be mutually agreed.

Main duties of the job

Provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient  care.  Ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries, medico-legal reports and results, minutes of committee meetings etc are typed  and dispatched promptly.   This may involve reading reports over the telephone.  The majority of the correspondence will be audio typing.    Provide the focal point of communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to  facilitate a successful outcome of all enquiries    Deal with telephone and face to face enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.      On receipt of test/investigation results, alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.    Oversee the patient pathway and ensuring that all necessary appointments, including outpatients, clinics, waiting list etc. are arranged on time, ensure that clinics are utilised to capacity, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards.

Detailed job description and main responsibilities

Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up to date.    Coordinate Clinical Teams’ diaries to ensure effective time management.    Record and prepare draft minutes of meetings, specifying decisions made and follow up action required for subsequent approval by the Clinical Team.    Responsible for stationery stock control, including ordering to ensure adequate resources available for team when required.    Plan and organise a range of meetings and events, including venue, attendees and travel arrangements.    Attend meetings, as required (except clinical performance meetings), to ensure effective communication with all service users.    Demonstration and supervision of workplace activities to other members of the secretarial team as required to maintain a high standard of service to the Clinical Teams.    Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.    Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.    Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.