Senior Medical Secretary - Gynaecology

at  Bradford Teaching Hospitals NHS Foundation Trust

An opportunity has arisen for a motivated and enthusiastic individual to join Women’s Services in the role of a full time Band 4 Senior Medical Secretary specifically focusing on the Hysteroscopy Service at Bradford Teaching Hospitals.
The job holder will work closely with the Failsafe Officer – Cervical Screening and Colposcopy to manage and support the team responsible for the secretarial and administrative service to a number of outpatients based clinics which are predominantly based on the Women’s Health Unit. Alongside the failsafe Officer the jobholder will be responsible for the tracking of results generated from specimens generated from both inpatient and outpatient locations within the Women’s Service.
Candidates will have excellent communication, organisational and prioritisation skills, a flexible approach to their work and the ability to work effectively as part of a team. The post holder will need to work with minimal supervision and have the ability to meet deadlines. Applicants must provide evidence of previous medical secretarial experience . A knowledge of patient pathway management in accordance with the Trust’s Access Policy and other National and Local targets such as 18 Week RTT and cancer is essential. As proof reading is an essential part of the role, applicants should also have a good command of English grammar.
The successful candidate will be a highly motivated and hard working person who can undertake this fast paced and demanding role.
The jobholder will be responsible for the provision of a comprehensive secretarial and administrative service to the Clinical (Medical and Nursing) Team within the gynaecology team.
The jobholder will be responsible for provision of a wide range of secretarial and administrative duties related to patient pathway management, including processing of referrals, ensuring appropriate action is taken: audio transcription and word processing of clinical letters, reports and other correspondence as required by the Clinical Teams. The post holder will be expected to cross cover colleagues in times of annual leave and sickness.
Support and guide other medical secretaries in acting as the point of contact with responsibility for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, other health professionals and staff within and external to the Trust.
The jobholder will have extensive involvement with Clinicians and Service Managers across the Trust to ensure that patients are treated in accordance with the Trust’s policy and procedures.
The jobholder will also be responsible for training and supervision of secretaries, trainees or temporary staff as appropriate.
The jobholder will support the Team Manager in ensuring that all patient pathway management processes and co-ordination is managed in accordance with the Trust’s Access Policy and other National/local targets i.e. Cancer.
Our People Charter outlines the behaviours we can expect from one another and what you can expect from Bradford Teaching Hospitals Foundation Trust:
We value people
We are one team
We care
We’re keen to meet people who share these values and are passionate about delivering the highest quality of care to our patients.

Responsible for the management of all patients within the Specialty in accordance with the Trust’s Access Policy and other National/Local targets ie. Cancer, RTT, non-applicable.
Provide information on a weekly basis to the Team Manager to support the Divisional and Trust- wide Performance/Access meetings.
To effectively and efficiently administer and maintain accurate data within all relevant IT systems. The systems could include EPR and/or other local IT systems.
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.
Co-ordinates a secretarial service which includes including filing, shorthand/audio typing, ad hoc correspondence use of e-mail, faxing, photocopying, dealing with mail and ordering stationery supplies.
Support and guide the medical secretaries in acting as the point of contact with responsibility for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, other health professionals and staff within and external to the Trust.
Point of contact for challenging/sensitive telephone enquiries from staff, patients, relatives, patients’ legal representatives, General Practitioners, Nursing staff, Consultants and external organisations and dealing with such enquiries in a constructive and sympathetic manner taking action as appropriate or referring to the appropriate person where necessary and re-routing these calls when required.
Responsible for tracking and seeking all investigation/test results and bringing abnormal/urgent results to the attention of the Medical Team / individual Consultant, taking action as appropriate.
Responsible for monitoring and tracking women through the pathway identifying and escalating where processes/ systems need changing to ensure quality and safety is maintained.
Responsible for rescheduling appointments, arranging follow up appointments and referrals and appropriate action being taken to ensure co-ordination and continuity of patient pathway.
Works in close liaison with other secretaries and the Medical Team within the Specialty to promote a team approach.
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 Team for sickness, training and annual leave.
Co-ordinate and facilitate any requests for data entry/collection required at service level.
Ensure case notes and other information is made available to support service delivery ie coding, medical reports.
Contribute to service improvements in conjunction with Line Manager/Medical Team and implement standard operating procedures.
Facilitate a culture of service innovation and change with the support and direction from the Team Manager.
Such duties at a comparable level of responsibility associated with the work of the post and which may vary from time to time.
Establish links with The Central Patient Booking Service, Bookings Clerk at Westwood Park and the Fast track team