Personal Secretary in Interventional Radiology

Job overview

An exciting opportunity has arisen to work in the Interventional Radiology Administrative team.  This is a busy and fast paced environment where you will be working in a theatre based environment with a range of staff from Administration, Nursing, Theatre staff and Consultants.  This position involves the booking of interventional procedures, complex appointments and liaising with theatre staff as well as the usual PA duties.  We strongly recommend applicants visit the team as part of the application process.

Main duties of the job

• Liaising with Interventional oncology team to arrange patient treatment
• Maintain database for patients undergoing cancer treatment
• Book and manage cancer procedure and follow up
• Ensure capacity is maintained on all IR lists include GA and cancer work
• Use of TMIS to capture accurate theatre planning and usage

Detailed job description and main responsibilities

• To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians
• Keep diary up to date, arrange appointments, and arrange travel and accommodation.
• To manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded on PAS system.  Keep track of referrals to ensure patient is reviewed promptly.  Check that follow up appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.
• Support consultants in non clinical activities role by preparing presentation documents using relevant packages and arranging meetings, set agenda, circulate agenda/supporting papers as appropriate, and take minutes at meetings.  Ensure appropriate personnel are informed of consultant annual leave/study leave.  Keep consultants informed of junior doctor leave, as it could have an effect on the service.
• Organise and maintain consultant’s admissions.  Cancel and add patients to the waiting list, as appropriate, ensuring lists are updated, and patients contacted.  Liaise with waiting list office, anaesthetic department and ward. Complete and amend theatre lists appropriately.
• Type dictation from audio transcription of clinical correspondence and documentation.  Type discharge summaries as appropriate.  Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.
• Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place.  Rectify if not
• Ensure sickness absence and annual leave of clinical staff is reported.
• Assist with the investigation and compilation of responses to complaints/incidents, helping to ensure this is done with the optimum deadlines set by the Trust.
• Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person.
• Carry out appraisals as appropriate
• Organise and order stationery as appropriate.
• Ensure all junior staff mandatory training is up to date and report accordingly.
• Deal with enquiries either on the telephone of face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.
• Ensure all correspondence relating to patient care is acted upon in a timely manner.
• Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patients details are correct, and tracking of casenotes.
• Assist with audit/research data collection as required.
• Obtain information as requested by line manager
• Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
• Train new and junior members of the team within own work area as required by line manager.
• Attend appropriate training and education sessions at the request of manager.

General office duties, including incoming and outgoing mail, e-mail, fax, photocopying.