Support Secretary

Job overview

An exciting opportunity has arisen for an enthusiastic individual to become part of the Palliative and Supportive Care Teams, rotation will be required at times to cover other secretarial areas here at The Christie.

The successful candidate will provide a comprehensive and effective secretarial support service to the directorates’ secretarial teams to assist with the day-to-day clinic management of the clinic templates. To ensure PA/secretarial duties are carried out to a high standard in order to meet patient needs and to ensure that Trust targets are always maintained. To keep accurate, up-to-date patient records; to type clinic annotations and letters and to help ensure that future appointments are made.

The successful candidate should have excellent communication skills, typing and be able to prioritise their workload.

Main duties of the job

Works closely with the clinical teams to provide comprehensive support for all clinical work within the directorate.

Work closely with clinicians to manage clinic templates including amending appointments slots, cancelling, reducing or adding new streams & adding ad hoc or new clinics onto the Patient Administration System (Careflow)

Audio typing of correspondence & results, ensuring tight turnaround times are met.

Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes.

Appropriately disseminates a variety of correspondence/documentation across the department.

Ensures accurate input of patient details when entering data onto information databases & the patient administration system (Careflow).

Assists in ensuring timely delivery of notes to the appropriate department for out-patient appointments & in-patient admissions.

Assists in the registration of new patients to ensure they are seen within the cancer waiting time targets.

Exchange information with patients and staff on the admission & discharge of patients, both verbally & in written format.

Communicate with patients who may be anxious, angry or upset.

Exchange relevant information with GPs and other health professionals. Maintain patient confidentiality at all times.

Any other duties deemed necessary for the effective running of the services, & in accordance with the grade of this post.

Contributes to the training of new staff members within a given area as required

Detailed job description and main responsibilities

• Works closely with the Medical Secretaries to provide comprehensive support for all clinical work within the directorate. 2. Work closely with clinicians to manage clinic templates including amending appointments slots, cancelling, reducing or adding new streams and adding ad hoc or new clinics onto the Patient Administration System (Careflow) 3. Audio typing of correspondence and results, ensuring tight turnaround times are met. 4. Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes. 5. Appropriately disseminates a variety of correspondence/documentation across the department. 6. Requests and obtains case notes and x-rays/scans both internally and from other hospitals, using the agreed procedures. 7. Ensures accurate input of patient details when entering data onto information databases and the patient administration system (Careflow). 8. Routinely uses the case note tracking system to ensure all patient case notes are tracked to their location. 9. Support the Day Unit with the preparation of clinics. 10. Provides cover in times of absence. 11. Assists in ensuring timely delivery of notes to the appropriate department for out-patient appointments and in-patient admissions. 12. Assists in the registration of new patients to ensure they are seen within the cancer waiting time targets. 13. Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format. 14. Communicate with patients who may be anxious, angry or upset. 15. Exchange relevant information with GPs and other health professionals. 16. Deal compassionately with distressing situations. 17. Liaise with other members of staff regarding case notes and patient visits. 18. Maintain patient confidentiality at all times. 19. Always Remain professional when communicating with people in various situations. 20. Undertakes other general office procedures, such as ordering stationery, opening and dispatching post, photocopying, printing etc. 21. Any other duties deemed necessary for the effective running of the services, and in accordance with the grade of this post. 22. Contributes to the training of new members of staff within a given area as required. 23. Work with the Assistant Operations Manager and Secretaries to improve quality and range of services, with resources being managed according to agreed policies and priorities. 24. To provide cross cover in periods of absence within the Administration Team and the wider Central Services Directorate

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.