This post is only open to internal applicants.
Job summary
Radiology Medical Secretary
Job overview
The Radiology Medical Secretary provides secretarial and administrative support to Consultant Radiologists both on their base site, but also supports colleagues across the trust wide Radiology sites. The post holder will work closely with a wide range of clinical, managerial and clerical staff, providing a high standard of administrative support. The post holder will assist in the facilitation of effective patient flow through the Radiology Department. The post holder will be required to exercise initiative and independent judgement whilst maintaining a high level of confidentiality and diplomacy at all times.
Main duties of the job
To provide secretarial support as part of a team and be able to cover all disciplines throughout the department, including appointments, clerical duties, reception and assisting with all other duties as and when required. To have good communication and organisational skills, as well as a friendly caring manner with the ability to remain calm under pressure. To work as a team member providing a high-quality service to patients and staff.
Working for our organisation
We are one of the largest hospital trusts in England, with five hospitals and community clinics serving a local population of around 800,000 people. Our vision is 'great healthcare from great people'. Everything we do is guided by our values: 'People feel cared for, safe, respected and confident that we are making a difference’. We have a new way of working at East Kent Hospitals, called 'We care'. It's about empowering frontline staff to lead improvements day-to-day. We're looking for compassionate people to be part of our improvement journey for the patients, families and carers we care for every day.
Detailed job description and main responsibilities
* Typing of letters and managing escalations of urgent letters/Radiology reports for distribution to internal and external clinicians as required to defined standards.
* To monitor and manage clinically rejected referrals to ensure timely communication to referring clinicians.
* Completing Monthly Radiologist rosters and maintenance of room diaries to ensure required cover for direct patient clinics and reporting sessions (acute and routine) and escalating for service gaps.
* Answer general telephone enquiries in a courteous and timely manner. Ensure accuracy in receiving messages. Give information and advice (not medical) to GP’s, patients, relatives and other staff involved with the patient in a manner responsive to patients needs and in accordance with Trust procedures.
* Communicate with patients in a professional and helpful manner, showing due empathy particularly when dealing with anxious/distressed patients.
* In the absence of receptionists, Appointment clerks or other staff within the department you will assist with duties to ensure a high standard of care to patients is maintained.
* To ensure a high standard of data inputting.
* Process incoming post and email queries/requests.
* Scanning information onto the appropriate information system.
* To work as part of an administrative team dealing with patient enquiries.
* Liaise with consultants and radiographers as to availability of staff for examination lists.
* To monitor waiting lists, waiting times and DNA’s as per local and Trust Policies.
* Maintenance of room diaries.
* To cover leave and duties of other staff as required. Assisting less experienced staff and offer help and advice when needed.
General
* Have due regard for Health and Safety and local Radiation Protection Regulations.
* To be aware of and comply with Trust Policies.
* To be prepared to work flexible hours to cover departmental needs should a change in working patterns be required to meet service needs.
* To have knowledge of and implement all national and Trust standards and Policies.
* To be aware of the confidential nature of work and maintain strictest confidence when dealing with patients, staff and other health service users in accordance with both Trust Policy and the Data Protection Act.
* The post holder will ensure compliance with the Trusts risk management policies and procedures.
Person specification
Personal/professional attributes
* Experience of or awareness of a range of work practices in an office setting and in dealing with customers.
The ability to converse easily and provide advice in accurate spoken English is essential for all customer facing roles.
Most positions require a Disclosure and Barring check and will be exempt from the Rehabilitation of Offenders Act 1974. Posts working regularly or unsupervised with children or vulnerable adults require an enhanced check.
We operate a no-smoking policy on all our sites and grounds.
If you are applying via NHS Jobs your application will be sent to our recruitment system TRAC. All subsequent information will be generated from TRAC so you won’t be able to see the progress of your application or receive messages through NHS Jobs.
Name Diane Morrison Job title Radiology Business Administration Manager Email address dianemorrison1@nhs.net
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