Support Secretary

at  The Christie NHS Foundation Trust

We are seeking an experienced, efficient, and competent and self- motivated team player to join our surgical admin team 30 hours per week. The support secretary will play a pivotal role in ensuring a smooth transition of medical and administrative work and support the secretarial, scheduling team, clinical team and patients.
The post holder will need to have a good general knowledge and skills. Audio typing is desirable for the role.
This is busy role so you must have the ability to prioritise your workload to effectively complete tasks and communicate with both staff and patients at all levels. The post holder must be able to work well under pressure.
For further information please contact
Abi Albes – Support Manager on abigail.albes2@nhs.net or Kerrisha Edwards on Kerrisha.edwards2@nhs.net
The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.
We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years.
We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.

Provide a full support secretary service for consultant(s) teams, to ensure new referrals are triaged in a timely manner, that appointments are made within agreed timescales to meet targets and that information is readily available to support the patient pathway.
Delegate duties to appropriate team members to ensure workflow is maintained.
Liaise with MDT Co-coordinators to ensure patients are reviewed in a timely manner to meet clinical needs. Ensure all relevant information is available for multi-disciplinary meetings for your team. Co-ordinate case notes and reports where necessary.
Ensure investigations are managed in accordance with the results acknowledgement procedure ensuring close liaison with medical staff to ensure clinical results are reviewed and actioned.
Contribute to the compliance of all patient pathway targets, liaising with patient trackers as appropriate.
Organise and schedule meetings and maintain an up to date diary for appointments, meetings, interviews and travel arrangements.
Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference.
Answer written and verbal enquiries from patients/relatives, referring enquiries to consultant(s) only when necessary.
Deal with stressful phone calls in a professional manner which can be emotional and of a sensitive nature from relatives/patients.
Organise admissions and accurate inputting of patient data onto the Theatre computer system (Medway) as appropriate.
Contribute to the appropriate management of the waiting list.
Liaise with internal and external departments to arrange clinical investigations and procedures.
Type clinical correspondence and annotations, ensuring compliance with turnaround time targets.
Liaise with patients involved in trials undertaken by the team, co-ordinating all necessary information between patients, hospital and organising bodies.
Ensure accurate input of patient details when entering data onto information databases and Patient Administration System (Medway) including routine use of the case note tracking system.
Oversee receipt of new patient referrals, to ensure these are triaged and appointed within appropriate timescales and ensure appointment or admission is arranged as necessary.
Liaise with medical staff with regards to annual leave, to ensure clinics are reduced, suspended or cancelled as necessary in order that clinics are managed effectively and appropriately staffed.
Liaise with secretarial colleagues when booking annual leave to ensure this is in accordance with Annual Leave Procedure and does not compromise the secretarial service.
Contribute to the training of new members of staff within a given area as required.
Provide information required to support the investigation of litigation cases.
Provide statistical information to the Information Department as required.
Ensure case notes are kept up to date and that all investigations and other material (outside notes and films) are available for clinic appointments/admissions.
Work with Clinicians, Managers and Administration staff to review working practices, identify new improved ways of working and find solutions to problems.
Work with Divisional Managers to improve quality and range of services, with resources being managed according to agreed policies and priorities.
Processing incoming correspondence and distributing to appropriate areas, including charitable donations