Lead Medical Secretary

at  Nottingham University Hospitals NHS Trust

The post holder provides a complete Administrative and secretarial service for the Cellular Pathology, consultants and their teams and is the point of reference for hospital staff and outside agencies. The post holder will also support the Junior Doctors within Histopathology
Working as part of a team to ensure workloads are achieved and service requirements are met at all times, under the direction of the administration Manager. As a lead administrator you will have responsibility for the day to day supervision of the A&C team and coordination of workloads.
In undertaking this role, all employees will be expected to behave at all times in a way that is consistent with and actively supports the principles listed in the Consultation Document on the creation of the Nottingham University Hospitals NHS Trust
Assist the Admin Manager with day to day supervision of the A&C team and the coordination of workloads within the department to ensure the service runs smoothly. Ultimate responsibility lies with the Administration Manager Manager.
To act as a first point of contact and focal point for Post Graduate Doctors. To be responsible for the organisation and administration of meetings and training events.
The contribution of the local community to the development of our services.
Preserving and developing our reputation as a caring organisation.
Developing services that are designed around the patient.
Working co-operatively with others in the interests of patients and their families.
Valuing the contribution of staff and investing in their development.
Valuing the diversity of all our staff, patients and carers and demonstrating a zero tolerance of discrimination.
The importance of developing innovative approaches to teaching, research and service provision, which allows us to be at the forefront of developments in patient care.
Responsible and wise stewardship of public money and effective use of resources.
Typing of reports as required, providing cover for all teams across both campuses, this may include Post Mortem reports.
Word processes clinical letters and other clinical correspondence as required, from audio, copy typing or shorthand.
Assist the Admin Manager with day to day supervision of the A&C team and the coordination of workloads within the department to ensure the service runs smoothly. Ultimate responsibility lies with the Office Manager.
Request additional, specialised tests on specimens as and when required, under the direction of Consultants.
MDT preparation (Digital and manual). Liaise with other clinical departments within the Trust to determine cases to be discussed at the MDT/review meeting
Attendance at relevant meetings including deputising for the administration manager and taking appropriate minutes of meetings and subsequent distribution.
Co-ordinates and manages diaries for consultants on a daily basis.Responsible for sending confidential patient information via nhs.net to our service users and outside agencies.
Uses IT skills to produce PowerPoint/graphical presentations as required, this may include supporting pathologists with their presentations for teaching.
In conjunction with Admin Manager, assist in the risk assessment process, which involves attending regular meetings, along with other disciplines within the Department to discuss and implement procedures and action plans.
Retrieval of slides and relevant reports within Histology department, expediting specimens still in the laboratory if possible/appropriate and or at referral centres.
Provide support for, and participate in audits including use of databases, preparation of reports and presentations.
Participate in annual appraisal and competence evidence collection and take responsibility for own personal development in conjunction with Admin manager.
Undertake staff appraisals
To assist the Admin Manager and Service Manager in the recruitment and selection process.
To record sickness absence, completing the appropriate documentation.
Training of new departmental administrative staff in conjunction with Admin Manag
TPD specific responsibilities
To be the first point of contact for junior doctors joining the department for information relating to induction, rotas and applying for leave.
Liaise with the Trust Medical HR team for monitoring the hours of junior doctors in the department. This includes work schedules and exception reporting. Maintain accurate records in relation to hours monitoring and banding.
Booking for education courses and collating the material for these course, liaising with the DREEM team.
Supporting the TPD service with enquiries related to finance and budgeting.
To support related work groups/projects as and when required.
To be responsible for the organisation and administration of meetings and formally documenting minutes when required.
To assist with the preparation of materials and arrange speakers for in-house teaching sessions and block teaching weeks
Any other duties appropriate to the grade including specialty specific duties

Please refer the Job description for details