Medical Secretary

Job overview

An exciting opportunity has arisen for an experienced and highly motivated Medical Secretary to join our Gastroenterology team.

The post holder will be able to provide a comprehensive, confidential, secretarial and administrative support service for our Consultants, Nurses and wider clinical team.

Main duties of the job

Provide an efficient and comprehensive secretarial service to the Consultants, medical staff, clinical teams and department. Duties will include typing of correspondence and documents, dealing with different enquiries, dealing with patients’ records and results.

Supervise and oversee the workload allocation of the administration team when required. Undertake effective administrative and secretarial duties as part of the admin team required by department.

The post holder will be required to work as part of the administration team and provide cross cover during periods of staff absence within their existing team and other teams within the Directorate as and when required. This support should be provided during the core hours of 8am and 5pm.

Detailed job description and main responsibilities

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.

To type correspondence and material from dictation, audio or manuscript as required for the Clinical Team, i.e. outpatient clinic letters, discharge summaries, references, minutes of meetings, rotas, etc.

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.

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 concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.

On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.

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. Liaise with other hospital departments, GPs and other health care agencies when required.

Assist and help colleagues when the need arises.

Assist the coordination of Clinical Teams’ diaries to ensure effective time management.

Maximise the use of innovative IT systems.

Supporting the management and validation of routine and 2ww pathways.

Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.