Medical Secretary - TB Service

at  Bradford Teaching Hospitals NHS Foundation Trust

JOB DESCRIPTION JOB DETAILS Job Title: Medical Secretary Reports to: Team Manager and Lead TB Nurse Accountable to: Team Manager Band: 3 Unit/Department: TB Service Division Medicine Location: SLH JOB PURPOSE The jobholder will be responsible for the effective provision of a comprehensive secretarial/administrative service to support the TB Nurses and Consultants. The post holder will be responsible for provision of a wide range of secretarial and administrative duties, including processing of referrals, 18 wk RTT, ensuring appropriate action is taken: monitoring and actioning of waiting lists, audio transcription and word processing of clinical letters, reports and other correspondence as required by the medical team. To act as the focal point of contact and be responsible for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, other health professionals and staff within the Trust, GP Training and supervision of secretaries, trainees or temporary staff as appropriate. JOB DIMENSIONS Manages own workload and prioritises, including acting independently within clearly defined occupational policies, ensuring absolute confidentiality at all times.
ORGANISATIONAL CHART See appropriate divisional chart KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Essential requirements. RTT (18 wks) Validation and waiting lists RSA II/OCR Audio typing/Word Processing or equivalent Medical Secretarial Experience.. Medical terminology. Ability to prioritise and manage a diverse workload.
Ability to work on own initiative whilst under pressure, including working to a tight deadline. Ability to communicate in English both verbally and in writing at a high level. Audio Typing. Proven organisational skills with ability to multitask on a daily basis.
Literate and numerate. Educated to GCSE standard or equivalent. Excellent interpersonal skills. Good working knowledge of Microsoft office packages including Excel, access and Power-point, the internet, email and electronic systems, e.g.
diary. Professional telephone manner. Flexibility with regard to hours of work. Experience of developing and implementing administrative systems.
Ability to cope with distressing and emotional nature of work when dealing with situations requiring sensitivity involving colleagues, patients and relatives. Appreciation of aims and applications of standards of care and knowledge of data protection. Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary), including clearance on blood borne viruses in compliance with Trust Policy. PRIMARY DUTIES & AREAS OF RESPONSIBILITY Manage and prioritise own workload using own initiative and ensuring deadlines are met.
Working to agreed national/local timescales e.g. waiting times, cancer etc. Responsible for the training and direct line management of secretaries at a lower grade, trainees or temporary secretaries. Provides a secretarial service (often of a highly sensitive nature) including filing, shorthand/audio typing, (word processing), use of e-mail, scanning, photocopying, dealing with mail and ordering stationery supplies.
Opens and prioritises post and deals with routine matters on behalf of the Consultant where appropriate. Use initiative in filtering information and be proactive in dealing with matters such as drafting replies to any urgent actions or concerns, arranging urgent appointments. Point of contact for telephone enquiries from staff, patients, relatives, patients legal representatives, General Practitioners, other Consultants and external organisations in a constructive and sympathetic manner taking action as appropriate. Manage telephone and personal enquiries from staff, relatives, patients, legal representatives, general practitioners, consultants, community nursing staff and external organisations in a constructive and sympathetic manner, referring to the appropriate person where necessary and rerouting these calls when required.
Supporting Consultant in his/her wider role e.g. medical committees, research activities, preparing papers/presentations for publication/teaching purposes and reports for legal purposes Liaises with Medical Records Department concerning patients case notes. Sorts and files investigations and pathology reports in line with Trust Policy. Responsible for chasing all investigation/test results and bringing abnormal/urgent results to the attention of the Consultant, actioning as appropriate.
Responsible for follow up appointments and referrals being arranged and appropriate action being taken to ensure continuity of patient care within designated time limits. Manage and maintain the Consultants diary, arranging appointments, rescheduling as necessary. Arranging meetings as necessary. Ensuring effective and timely communication in the relation to the consultants practice e.g.
an understanding of the consultants job plan / whereabouts to facilitate good communications Types and distributes medical staffing rotas as appropriate to Trust deadlines. Reschedule/cancel clinics/theatre lists as required. Type clinic letters, discharge summaries and operation notes and take minutes as required. Compose own letters as required.
Works in close liaison with other Consultants secretaries. Establish and maintain effective filing and other administrative systems. Participates in providing adequate cover as and when necessary in conjunction with other secretaries in the department for sickness, training and annual leave. Support the coding process where appropriate e.g.
having notes available for coders etc. Contribute to service improvements in conjunction with Line Manager/Consultants and implements department protocols within own area of work. To support the NHS workforce modernisation agenda, which aims to increase quality, efficiency, and productivity through harnessing new ways of working. Support weekly MDT meetings, preparing agenda and taking minutes Supporting cover for secretarial colleagues for annual leave, sickness, training Working in line with the Trust 18 week pathway, assisting with weekly validation & waiting lists Such duties at a comparable level of responsibility associated with the work of the post, wherever possible in agreement with the jobholder, which may include specific responsibilities for a particular speciality, (supporting a Consultant who is Clinical Lead or Postgraduate/Undergraduate Tutor, database administration etc.) Health and Safety/Risk Management The jobholder must comply at all times with Bradford Teaching Hospitals NHS Trust Health and Safety policies, in particular by following agreed safe working procedures and reporting incidents using the Trusts Risk Incident Reporting System

Please refer the Job description for details