Senior Trust Medical Secretary - Maternity

Job overview

A friendly, enthusiastic, motivated, hardworking person is required to join our maternity admin team. You will be part of a well-established, dedicated and friendly team. This is an amazing opportunity to join an expanding and exciting department.

You will be expected to provide a high-quality amount of support to the maternity and obstetrics team. The successful candidate will need to be able to communicate well with patients, midwives and the clinical team, internal and external to the Trust.

In order to provide a supportive service to the midwives, foetal medicine team and general obstetric team, a versatile approach is essential and the ability to cope with a large number of different tasks simultaneously is a prerequisite of this post.

Interview Date: TO BE CONFIRMED

Main duties of the job

• To review patient records to ensure aspects of care are completed (e.g. retinal screening, HbA1c, Booking bloods etc), printing off relevant request forms and reporting to team members if appropriate.
• To input data into the Maternity diabetes database
• To arrange and attend antenatal diabetes team meetings, send out agenda, take and distribute minutes
• To create and send appropriate standard letters in different clinical situations, both antenatally and postnatally
• Be able to identify system errors and take appropriate actions, including escalation where necessary.
• To use their advanced knowledge of the Trust PAS system to ensure that any incorrect data entries are amended correctly in discussion with the appropriate member of staff, also ensuring the development and learning of staff as identified.
• Maintain a flexible approach to the role development according to the needs of the service.
• Undertake a review of quality data issues brought to the attention of the Data Quality Team to ensure avoidance of impact on Trust performance.
• Arrange urgent admissions direct from clinic and ambulatory care areas, contacting the patient and liaising with ward/theatre/clinics as required.

Detailed job description and main responsibilities

• Deal efficiently and effectively with direct and indirect (i.e. telephone, face to face) enquiries from patients, all levels of medical and nursing staff, GPs, Social Services and other health professionals and staff.  Respond to enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible.  Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns needing reassurance and who may present difficulties in communication e.g. terminally ill patients, deaf patients, mentally ill patients and elderly confused patients.
• Attend to all communications, for example, emails, faxes, investigation results on a daily basis and prioritising and actioning as required.
• Accurately transcribe all correspondence by touch typing from audio / digital dictation or shorthand using knowledge of medical terminology.  Generate routine and non-routine correspondence independently.
• Assist patients and their Carers by arranging translation/interpretation facilities.
• Demonstrate and maintain knowledge and understanding of Trust RTT policy.
• Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases.
• Complete the Tertiary referral proforma/template for internal/external referrals as per Trust policy
• Promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient and waiting lists as required in local work area, escalating to senior staff as required.
• Adding patients to waiting lists as requested taking into account the urgency of the case and the patient’s preference.
• Arrange urgent admissions direct from clinic and ambulatory care areas, contacting the patient and liaising with ward/theatre/clinics as required.

Please refer to the Job Description for the full specification of responsibilities and requirements for this post.

Please note that this advertised position, which is part of occupation code 4211 does not meet the UKVI eligibility requirements for a Skilled Worker Visa. The Trust would not be able to issue a Certificate of Sponsorship for this role.

Please note due to high volume of applications for some posts, this post may close before the displayed closing date. We recommend that you apply for this role as soon as possible.