Support Secretary

Job overview

To provide an efficient medical administration support to the Anaesthetic and Peri-Operative Consultants and Nursing Team across the whole range of associated activities maintaining confidentiality at all times.

This includes all administrative procedures and documentation associated with a patient’s attendance and/or admission to hospital.  To answer telephone calls/enquiries of a sensitive nature.

The post holder will be required to demonstrate a significant level of initiative in organising his/her own work load within clearly defined limits and in taking decisions and action, some of which will be without the immediate advice of Medical Staff.

Main duties of the job

To provide a comprehensive clerical service to the Peri-Operative Team, Consultants and other members of the Trust including the production of accurate typewritten material. To ensure that clerical services are developed in accordance with the changing requirements of the Directorate/Group.

Provide audio-typing and word processing facilities with medical terminology as required for Consultants and other medical staff ensuring that the work is completed at a pace to enable the demands of the post to be met.

Maintaining filing systems – ensuring all correspondence is filed in hospital notes and assuming monitoring responsibilities for investigation results reading all results and identifying those which need to be brought to the attention of the medical staff.  To take independent action as necessary ensuring that (for instance) appropriate outpatient arrangements exist.

To be responsible for the security of case notes in the department.

To deal with the registration and documentation of clients.

To process GP and other agency referrals and allocate appointments to clients as required ensuring correct identification of previous histories.

To track, locate and prepare case notes for all clinic attendances ensuring all documents are accurate and complete.

To provide a reception service for clients (greeting patients) and other visitors, ensuring that the service is efficient and welcoming.

Detailed job description and main responsibilities

To provide a comprehensive clerical service to the Peri-Operative Team, Consultants and other members of the Trust including the production of accurate typewritten material. To ensure that clerical services are developed in accordance with the changing requirements of the Directorate/Group.

Provide audio-typing and word processing facilities with medical terminology as required for Consultants and other medical staff ensuring that the work is completed at a pace to enable the demands of the post to be met.

Maintaining filing systems – ensuring all correspondence is filed in hospital notes and assuming monitoring responsibilities for investigation results reading all results and identifying those which need to be brought to the attention of the medical staff.  To take independent action as necessary ensuring that (for instance) appropriate outpatient arrangements exist.

To be actively involved in the management of departmental computer systems (such as Careflow and iPM)

To receive and process incoming mail bringing this and other relevant matters to the attention of the appropriate person, taking independent action as necessary.

To be responsible for the security of case notes in the department.

To deal with the registration and documentation of clients.

To process GP and other agency referrals and allocate appointments to clients as required ensuring correct identification of previous histories.

To track, locate and prepare case notes for all clinic attendances ensuring all documents are accurate and complete.

To provide a reception service for clients (greeting patients) and other visitors, ensuring that the service is efficient and welcoming.

Carry out all aspects of library services, including retrieval, filing and archiving case notes.

To accurately input and update all relevant information systems using keyboard skills as appropriate.

To process enquiries/requests for information received from other hospitals, DSS, solicitors and other agencies.