Support Medical Secretary – Women’s Health

Job overview

Would you like to work as part of a team that works well together, always there to help each other and create the best patient experience that you can?  If the answer is yes, then we would love to hear from you!

A fabulous new opportunity for a Support Secretary for Women's Health has arisen within the Women’s & Children’s Division at Lancashire Teaching Hospitals.

You will be a member of a team of support medical secretaries providing secretarial and administrative support to consultants, junior medical staff and any other staff.  You will support the efficient channelling of communication between medical staff, GPs, patients, relatives, members of the public and other disciplines within the Trust.

To arrange an informal visit or a to have a chat about the role please contact Paul Styles, Divisional Admin Manager for Women & Children's Division on [email protected] or 07752562723

Main duties of the job

You will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity.

You will be expected to cover aspects of the medical secretary's team leader role during periods of absence, as required by the service.

Detailed job description and main responsibilities

• 📞 Be the point of contact for all day-to-day inquiries, referring where necessary to more senior staff.
• 🗂️ Provide administrative and secretarial support to consultants and specialist nurses.
• 👩‍⚕️ You will often be the first point of contact for patients and clinicians and will be expected to work independently using your own initiative with minimal direct supervision.
• 🗓️ Manage electronic calendars for consultants, organizing meetings and minuting meetings as and when required.
• 📅 Accurate maintenance of an electronic diary with effective communication of diary commitments.
• 🤝 Coordinate meetings at the request of the specialty. This occasionally requires arranging venues and refreshments for off-site meetings.
• ⏳ Chase progress on all issues with appropriate manager on behalf of the specialty and when necessary to ensure that deadlines are met.
• 🗃️ Maintain efficient and effective administrative systems including bring forward, and message taking.
• 📑 Ensure files and papers are available and up-to-date, providing briefings for the day’s activities, highlighting deadlines and potential conflicts of interest.
• 📝 Attend meetings in order to take minutes and produce/distribute documentation as required.
• 📋 Organize meetings as required, to include preparation of agendas and minute-taking, coordinating follow-up action as required to ensure that decisions/recommendations are implemented.
• 🤝 Provide secretarial and administrative support when other members of the team are absent.
• 💻 Use databases and computer packages where appropriate to initiate and maintain records and generate statistics for analytical purposes.
• 📝 Accurately transcribe correspondence and reports by touch typing from audio dictation using knowledge of medical terminology. Daily use of TPRO (digital dictation).
• 👨‍⚕️ Coordinate and liaise with Junior Medical staff and distribute all appropriate medical staff rotas (where necessary).
• 🔍 Utilization of local or Trust case note tracking system.