Support Secretary - Head & Neck Services

Job overview

To provide a general clerical/secretarial  support for the Head & Neck secretaries and consultants.  To facilitate audio-transcription of clinic letters, results and discharge letters, and to provide a general clerical service and support throughout the  department.

The post holder will be required to work as part of a team providing cross cover during periods of staff absence.

The Support Medical Secretary will provide a comprehensive, professional audio/digital transcription service to the Trust, undertaking administrative and clerical duties where required. The post holder will be required to work as part of a team providing cross cover during periods of staff absence. Working with senior staff to ensure Trust wide and Divisional objectives are met, is pivotal to this role.

Main duties of the job

• Deal with telephone enquiries in an efficient, tactful, and diplomatic manner, ensuring that any messages are passed on quickly.
• Liaise with relevant departments to ensure that any further actions/appointments are requested following transcription of clinical correspondence.
• The post holder will provide medical transcription and administrative support on attachment to clinical teams; guided by standard operating procedures.
• Provide non-clinical advice and information to patients/clients/relatives; exercising judgement when dealing with enquiries, analysing, and resolving appointment/admission schedule issues.
• Bring to the attention of the medical secretaries any investigations, results that are pending and require action following transcription of clinical correspondence.

Detailed job description and main responsibilities

Please ensure that you have read the attached Job Description and Person Specification before submitting your application.

• Collect and sort incoming mail to be actioned by medical secretary/consultant or other healthcare professionals.
• Undertake routine office duties including electronic case note tracking, photocopying, and filing of correspondence and results and maintenance of records when required.

Personal

• Participate in ensuring the effective use of all financial resources in delivering the service.
• Assist in the maintenance and ordering of stationery/stock items within the team.
• Contribute to the design and amendment of new template letters used for clinical communications as required.
• Participate in mentoring arrangements, with designated staff.
• Fully participate in the Trust’s appraisal system and personal development planning process on an annual basis.
• Assist in new staff induction together with the identification and support of their training requirements to include supervision of apprentices demonstrating own duties to less experienced staff.
• Maintain accurate, timely and legible records in accordance with Trust policy when accessing Trust Patient Information Systems to include MAXIMS, NEXUS, G2/Speech Exec and Email.
• Provide cover for the work of absent Medical Secretaries, across all Scheduled Care Departments, when necessary.

General

• Implement Trust policies and comment on departmental procedures and guidelines.
• Ensure compliance with the Mandatory Training Programme in accordance with Trust policy.
• Compliance with the Data Protection Act 1998 and Information Governance – the post holder is not entitled to use for their own benefit or gain, or to divulge to any persons, firm, or other organisation whatsoever, any confidential information belonging to the Trust or relating to the Trust’s affairs or dealings which may come to their knowledge during employment.
• Participate in service development projects undertaking staff surveys or audits as necessary to own work.