Weare seeking a highly motivated and organised individual to join ourPaediatric Liver & Renal Team as a Band 3 Medical Secretary at 23 hoursper week. This is a key role providingessential administrative support to our medical staff, ensuring the smoothand efficient running of the department.
Main duties of the job
Thekey responsibilities are:
-Provide comprehensive secretarial support to medical consultants and clinicalteams.
-Manage correspondence, including typing letters, reports and other documents.
-Handle incoming calls, e-mails, queries from families and healthcareprofessionals.
-Co-ordinate with departments to facilitate patient care and streamlineadministrative tasks.
-Maintain confidentiality and follow all NHS protocols regarding patientinformation.
About us
Thepostholder will be part of the Paediatric Hepatology and NephrologyTeam. The administrative team consistsof 6 Medical Secretaries, 1 Clerical Officer and 1 Data Base Manager. There are 6 Paediatric Nephrologists and 6Paediatric Hepatologists, along with Clinical Nurse Specialists, PlaySpecialists and Dietitians.
LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.
Job responsibilities
JobPurpose
Toprovide a comprehensive and high quality medical secretarial service tosupport clinical teams (Consultants, their medical teams e.g. junior medicalstaff or specialist nursing staff as appropriate) in delivering high qualitycare to the patients of Leeds and beyond. This role will additionally make akey contribution in improving the patient experience by supportingDirectorate teams with the movement of patients through their 18-week pathwayor other national waiting time standards as appropriate.
JobDimensions
Thepost-holder will:
Workas part of a team to ensure that all clinical correspondence is turned aroundin a timely manner to allow patients to move through their pathway withoutany delays.
Workwith Consultants and their medical teams.
Managetheir workload in line with departmental requirements or as identified by theSenior Medical Secretary.
Dealwith patient enquiries.
Playa key role in ensuring that patients move systematically through theirpathways by ensuring that the next steps are in the pipeline.
OrganisationalChart
ServiceManager
BusinessManager
MedicalSecretary
Knowledge,Skills and Experience Required
Qualifications
Audiotyping/Word Processing Skills (RSA II) or equivalent experience (essential)
GCSEGrade C or above English and Maths (or equivalent e.g. AMSPAR Level 2qualification) (essential)
Experience
Usinga variety of Microsoft office packages including word, excel and PowerPoint(essential)
Usingpatient information systems such as PAS (essential) and PPM (desirable) orthe ability to quickly develop this knowledge in a short time frame. In somespecific cases additional system knowledge would be considered desirable e.g.using Mosaic within the Oncology & Physics teams.
Prioritisingand managing workload to meet deadlines (essential)
Dealingwith internal and external enquiries originating from a variety of sourcesincluding but not limited to: staff in other Departments, patients, staff inGP surgeries (desirable)
Atleast one year of secretarial experience (essential)
Previoussecretarial experience in a healthcare setting (desirable)
Skills& Knowledge
Thecandidate must demonstrate excellence and ability within the following areas:
Interpersonaland communication skills (essential)
Organisationalskills and time management (essential)
Understandingof customer care principles (essential)
Abroad understanding of medical terminology and its use within clinicalcorrespondence (essential)
Abilityto work as part of a team (essential)
Abilityto communicate sensitively with a wide range of people including patients,using tact and diplomacy (essential)
Abilityto deal with sensitive and often emotive information (essential)
Abilityto deal with enquiries in an appropriate and supportive manner (essential)
Knowledgeand application of the Data Protection Act in relation to patientconfidentiality and the appropriate care of patient information (essential).
Agood understanding of relevant Trust standards and National Waiting TimeStandards e.g. 5-day turnaround of clinical correspondence, 18 week wait forpatients (desirable). Training will be offered as part of the role to ensureappointed candidates meet this requirement during the course of theiremployment.
THELEEDS WAY VALUES
Ourvalues are part of what make us different from other trusts, so we see thisas a strength, as well as a responsibility. They have been developed by ourstaff and set out what they see as important to how we work. Our five valuesare:
Accountable
Empowered
Allour actions and endeavours will be guided and evaluated through these values.
CoreValues & Behaviours
Thisindividual will be expected to work well as part of a team and should bepatient focused, professional and flexible in their approach to work.
CoreKnowledge and Understanding
SeeKnowledge/Skills and Experience above.
Principalduties and areas of responsibility
ClinicalCorrespondence & Support to Clinical Services
Typing/proofreading clinical correspondence relating to outpatient and inpatientattendances and other patient related correspondence on behalf of theconsultant and clinical teams.
Usea range of IT skills to support the clinical work of the consultant e.g. useof databases and spreadsheets to monitor test results for patients.
Supportadministrative process as deemed appropriate by the Senior Medical Secretaryand PSC.
Tosupport the clinical teams in the delivery of excellent patient care byactively working with colleagues and other Departments to ensure that allpatients registered within the service are proactively supported throughtheir patient journey (This would include but is not limited to: ensuringthat follow-up and/or discharge appointments have been made for patients whenrequired escalating to the Patient Services Co-ordinator where appointmentshave been booked outside the requested timescales).
Anyother general administrative duties associated with the consultant/clinicalteam outpatient and inpatient workload.
Answerphone calls and deal with enquiries relating to patients and clinical workfrom a variety of sources, directly resolving where possible or transferringto appropriate personnel.
Liaisewith GPs, hospital staff and others on behalf of consultant in relation toclinical workload.
Maintainappropriate databases (both Trust and Departmental) to support with thedelivery of the 18-week pathway or other waiting time standards asappropriate.
Assistin the coordination of test results, bringing these to the attention of theconsultant and taking resulting action as required.
Togetherwith colleagues to deputise for the Senior Medical Secretary in cases ofabsence to ensure Departmental standards are maintained
Inconjunction with other Team Medical Secretaries and under the supervision ofthe Senior Medical Secretary to work collectively as a team proactivelyplanning workloads to meet different deadlines and timescales.
Createand maintain appropriate record systems relating to clinical workload e.g.tests and results spreadsheets
Provideguidance to clerical support officers as necessary.
Ensurethat health records are tracked on entering and leaving the Department andstored in an appropriate manner in line with Trust Policy and patientconfidentiality.
Ensurethat health records are maintained to a high standard at all times. Alldocumentation and investigation results must be securely filed in the correctsection in chronological order. Support Data Quality Indicators by ensuringthat patient information is accurate and updated on relevant paper andcomputerised systems.
Accessinformation systems to obtain clinical information as required by the medicalteams including investigation results or other information e.g. from resultsserver, PPM or WinDIP
Workas part of the team to ensure that all phone calls are answered within thedepartment during core office hours.
Provideinformation to Senior Medical Secretary/PSC/Assistant PSC, as appropriate,relating to workload and work outstanding.
Providecover for other team secretaries/clerical staff when on annual leave or sickleave.
Anyother duties that from time to time may be deemed necessary by theTrust/Directorates that are commensurate to the role.
Person Specification
Experience
* One year secretarial experience or working within an administrative role
* Using Microsoft office packages including word, excel and PowerPoint Prioritising and managing workload to meet deadlines
* Use of patient information systems, such as PAS.
* Liaising with a variety of sources to provide information when required
* Use of PPM and other department-relevant systems e.g. EPRO
Skills & behaviours
* to be able to communicate effectively and efficiently
* A broad understanding of medical terminology and its use within clinical correspondence
* Organisational skills and time management.
* Understanding of customer care principles.
* Ability to work as part of a team as well as independently
* Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information.
* Ability to deal with enquiries in an appropriate and supportive manner.
* Ability to deal with sensitive and emotive information.
* Use of tact, diplomacy and sensitivity with wide range of people and in various situations
* Adaptability and willingness to learn skills associated with the role as may be required
* Understanding of relevant Trust standards and other NHS waiting time standards e.g. 5-day turnaround of clinical correspondence, 18-week wait for patients.
Qualifications
* Audio typing/Word Processing Skills RSA II or equivalent experience
* GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2) in English and Maths
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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