Medical Secretary - Obstetrics and Gynaecology (Band 3)

at  Airedale NHS Foundation Trust

An exciting opportunity has arisen for a Medical Secretary with enthusiasm to join our Obstetrics and Gynecology team
To provide an effective secretarial service within our small friendly team
You will carry out duties in such a way that you will make a direct and positive contribution to the organisation ensuring the smooth running of the specialist team.
Dealing with patients, doctors and fellow colleagues
To work as part of an administration team to provide a comprehensive administrative service to the consultant workforce. To support the Patient Service Manager and Secretary colleagues in the day to day running of a specialty administration team.
In pursuing these duties the post holder will ensure compliance with the NHS Constitution and be familiar with the NHS England Guidance ‘Understanding the new NHS’.
We are always looking for enterprising and innovative approaches to the way we provide our services. We are a national centre for telemedicine and introduced telehealth to the UK offender healthcare sector and also provide the service to patients in their care homes. Community matters to us and we are supported by 400 dedicated volunteers and have strong links with Bradford University, Craven College and Leeds City College to ensure we inspire the workforce of the future.
We want to attract staff who embrace our ‘Right Care’ behaviours of compassion, a commitment to quality of care and working together for patients – we want to make these part of our DNA.

Work as part of an administration team to provide a comprehensive administrative service to the specialty team.
Support the Secretary colleagues in the day to day running of the specialty administration team.
Have basic knowledge of the Directorate and consultant structure and portfolios to enable cross cover.
Support clinical team in implementation and use of new technologies.
Maintain close working relationships between consultant(s) and patient, using tact, diplomacy, reassurance and discretion.
Provide accurate, relevant and timely information to support clinical staff and managers in delivering high quality patient care and meeting the business needs of the Trust by:
o Being responsible for accurately maintaining the Patient Administration System, including electronic tracking of notes, closing and updating referrals, adding to the waiting list and instigating transfers to other providers.
o Liaison with medical, nursing and secretarial staff in arranging patients’ admission to hospital and attendance at outpatient clinics.
o Updating 18 week monitoring information on a weekly basis
o Ensuring that investigation results are checked and signed before filing in the case notes accurately, following Airedale NHS Trust procedures and guidelines. (NB All investigation results must be signed by a Doctor before being filed).
Respond to enquiries from patients and their relatives in a constructive and sympathetic manner. Exercise independent judgement and initiative based on acquired knowledge when problems arise by taking appropriate action to resolve or by referring to the appropriate person.
Managing incoming and outgoing correspondence, prioritising issues and signposting urgent referrals / clinical correspondence as necessary.
Manage calendars effectively and efficiently.
Produce high quality documents (including text processed) from written, recorded, dictated material etc.
Ensure professional standards and the appropriate style of communication is deployed depending on the situation.
Establish and maintain good working relationships both internally and externally.
Be responsible for organising multidisciplinary meetings, conferences and events as required or in support of colleagues.
Prepare papers, attend meetings and clinics and take formal minutes as required or as part of cross cover within the Specialty administration team.
Create, manage and maintain effective patient and file management systems.
Manage own workload and activity so that deadlines are achieved.
Perform any other duties which fall within the range of this post grade, within the area of responsibility as defined above.
Attend all Staff Development Reviews where training and development needs will be identified, attend mandatory and identified training.
Working as part of a Team
Work as part of the Specialty Administration Team.
Work flexibly within core working hours to ensure the locality administration team is appropriately covered and supported.
Support Line Manager and Team in the day to day running of the specialty administration team.
To cross cover for other colleagues in their absence
Managing Self
Participate in regular team meetings.
Attend all mandatory training.
Participate annually identifying, developing and agreeing your own development plan with your line manager using the Trust Appraisal process.
Comply with all Trust policies, procedures and protocols.
Pay regard to materials and equipment.
Carry out duties with due regard to the Trust’s Equal Opportunity Policy, the Data Protection Act and Confidentiality Code of Practice.
Seek advice and support from your line manager whenever necessary.
Staff Supervision and Support
Oversee the day to day work of identified administrative staff within the specialty administration team