Trust Medical Secretary - Urology

Job overview

This is an exciting opportunity for a conscientious, enthusiastic, highly motivated, and organised individual to join the Urology department. Urology is a busy and innovative speciality, which treats problems of the urinary system and the genitourinary tract. The Urology department is recruiting a full-time Medical Secretary to join an expanding team, working alongside both medical and nursing teams.

The successful candidate will be expected to have good communication and organisational skills, as well as medical administration training and/or experience, along with a good typing speed and accuracy.

The role will primarily involves supporting our secretarial pods as well as being responsible for coordinating the administrative tasks for our flexible cystoscopy clinic.

Main duties of the job

The successful candidate will have a methodical approach to work, be extremely well organised, and have a flexible attitude incorporating our Trust PRIDE values.  Good communication skills are essential to this post, as the successful candidate must be able to work well both in a team and independently.

The candidate will be responsible for supporting one of the Secretarial Pods and the coordination of outpatient bookings and outcomes, while also maintaining secretarial support for the team.

The candidate will be a point of contact for all appointment bookings and liaise with the relevant clinicians as appropriate. It will be the responsibility of the administrator to ensure the correct and timely input of patient information onto the Patient Administration System (PAS), observing the rules of ‘real-time data entry’. Dealing efficiently and effectively with indirect (telephone only) enquiries from patients, direct and indirect (i.e. telephone and face to face) contact with all levels of medical and nursing staff, GPs, Social Services and other health professionals and staff.  Respond to enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible.  Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns needing reassurance and who may present difficulties in communication, e.g. terminally ill patients, deaf patients, mentally ill patients and elderly, confused patients.

Detailed job description and main responsibilities

This role includes a wide range of administrative duties utilising Trust systems to record and maintain patient records, and as such, good IT skills in addition to a willingness and commitment to learn multiple Trust IT systems are necessary.

All aspects of this role should be carried out in line with Trust Policies and Procedures on data collection and confidentiality. Confidentiality in all matters is of the utmost importance.

The successful candidate will:

• Attend to all communications, for example, emails, faxes, and investigation results on a daily basis and prioritise and action as required.
• Accurately transcribe all correspondence by touch typing from audio / digital dictation or shorthand using knowledge of medical terminology.  Generate routine and non-routine correspondence independently.
• Assist patients and their Carers by arranging translation/interpretation facilities.
• Demonstrate and maintain knowledge and understanding of Trust RTT policy.
• Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases.
• Complete the Tertiary referral proforma/template for internal/external referrals as per Trust policy
• Promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient and waiting lists as required in the local work area, escalating to senior staff as required.
• Adding patients to waiting lists as requested, taking into account the urgency of the case and the patient’s preference.
• Arrange urgent admissions direct from clinic and ambulatory care areas, contacting the patient and liaising with ward/theatre/clinics as required.

The successful candidate will also be expected to support the delivery of a high-quality, safe and compassionate healthcare service, as all staff are expected to act as a role model to others in all aspects of their work while consistently demonstrating NNUH’s ‘PRIDE’ values of People focused, Respect, Integrity, Dedication and Excellence.

Please refer to the Job Description for the full specification of responsibilities and requirements for this post.

Please note that this advertised position, which is part of occupation code 4211 does not meet the UKVI eligibility requirements for a Skilled Worker Visa. The Trust would not be able to issue a Certificate of Sponsorship for this role.