PA/Medical Secretary

Job overview

An exciting opportunity has arisen for a well-motivated individual to join us as a PA/Medical Secretary in the Lung Oncology Department within Networked Services Division.   This is a part time maternity cover post.  It will be working 22.5 hours per week Monday to Friday, with the option of hybrid working. The Trust are committed to supporting flexible working agreements. You will be responsible for covering the provisions of full secretarial and administrative support within the lung team, ensuring a high standard of PA / secretarial duties is maintained and deadlines and audio typing targets are met. You will be enthusiastic, flexible, willing to learn, eager to play an effective part in a busy team environment, work to a high standard and be able to use your own initiative.  You will have experience of audio typing and copy typing and ideally have worked within a healthcare environment with Medical Secretarial experience and a good knowledge of medical terminology.  Knowledge of cancer pathways/targets would be beneficial. When applying for this position, please refer to the person specification and demonstrate within your application form how you meet the criteria, providing examples where possible.

Main duties of the job

As a PA/Medical Secretary for the lung Team, you will be responsible for completing, but not limited to, tasks such as:

Liaise with all consultants in your area of responsibility to provide a full secretarial service, including all administrative duties and dealing with mail, this includes placing it in order of priority and acting on matters which can be dealt with without further reference.

Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.

Type clinical correspondence, treatment summaries and annotations, ensuring compliance with turnaround time/ targets and ensure that office instructions are followed.

Organise and schedule meetings and maintain an up to date diary for appointments, meetings and interviews.

Effectively monitor clinic templates liaising with clinical team and administration staff to ensure clinic numbers are manageable. Escalating to the management team when appropriate.

Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference.

Answer written and verbal enquiries from patients/relatives, referring enquiries to consultants only when necessary.

Deal with stressful phone calls which can be emotional / abusive and of a sensitive nature from relatives/patients.

Liaise with internal and external departments to arrange clinical investigations/procedures.

Detailed job description and main responsibilities

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Liaise with all consultants in your area of responsibility to provide a full secretarial service, including all administrative duties and dealing with mail, which includes placing it in order of priority and acting on matters which can be dealt with without further reference.

• Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.

• Organize and schedule meetings and maintain an up-to-date diary for appointments, meetings and interviews.

• Effectively monitor clinic templates liaising with clinical team and appropriate administration staff to ensure clinic numbers are manageable. Escalating to Admin and Service Managers when appropriate.

• Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, acting on all matters which can be dealt with without further reference.

• Answer written and verbal enquiries from patients/relatives, referring enquiries to consultants only when necessary.

• Deal with stressful phone calls which can be emotional / abusive and of a sensitive nature from relatives/patients.

• Liaise with internal and external departments to arrange clinical investigations/procedures.

• Liaise with patients involved in trials undertaken by the team, coordinating all necessary information between patients, hospital and organizing bodies.

• Ensure accurate input of patient details when entering data onto information databases and Patient Administration System (Careflow) including routine use of the case note tracking system.

• Receive new patient referrals and organize appointment/admissions and arrange treatment as required.

• Contribute to the appropriate management of the waiting list, particularly in relation to patients who fall within the two-week wait category

• Co-ordinate annual leave within the group to ensure clinics are capped or cancelled as necessary in order that clinics are managed effectively, and nursing staff are allocated appropriately to other areas.

• Contribute to the training of new members of staff within a given area as required.

• Ensure case notes are kept up to date and that all investigations and other material (outside notes and films) are available for clinic appointments/admissions.

• Provide information required to support the investigation of litigation cases.

• Provide statistical information to the Information Department as required.

• Work with Clinicians, Managers and Administration staff to review working practices, identify new improved ways of working and find solutions to problems.

• Work with the management team to improve quality and range of services, with resources being managed according to agreed policies and priorities.

• Ensure all relevant information is available for multi-disciplinary meetings for your team.  Co-ordinate case notes and reports where necessary.