Support Secretary

Job overview

We are seeking a full-time Support Secretary to join our busy Interventional Radiology team. This is a fast-paced and varied role requiring strong organisational and communication skills.

Key responsibilities include managing patient queries, accurate data entry, and the timely typing and processing of clinic letters. The post-holder will play an important role in supporting clinical services and ensuring smooth administrative operations within the department.

This is an interesting and rewarding position, offering the opportunity to work within a dynamic healthcare environment while contributing to high-quality patient care.

Main duties of the job

• To provide a comprehensive support service to consultants and speciality teams including nurse practitioners/clinicians.

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.

• Record and input data onto databases and systems as appropriate.

Enter patient data into TMIS system

Take telephone calls from patients and deal with appropriately

Detailed job description and main responsibilities

Operate an effective bring forward system and filing system.

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.

Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person.

Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.

• 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 case-notes.
• 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.
• Attend appropriate training and education sessions at the request of manager.
• General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.
• Implement policies and procedures for own area.
• Record and input data onto databases and systems as appropriate
• Any other duties required by line manager

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.