Mersey and West Lancashire Teaching Hospitals NHS Trust
The Medical Secretary Department is looking for an enthusiastic and self-motivated member of staff to ensure the smooth running of the office environment by providing comprehensive, efficient, and high-quality administrative and leadership services.
This will involve prioritising and organising the day-to-day workload distribution for the Support Medical Secretaries, monitoring clinical dictations, supervising daily time sheets, and ensuring cross-cover working where appropriate.
This demanding role will require excellent time management and interpersonal skills. The successful candidate must be able to prioritise their own workload and that of others and will require a flexible approach to their duties. They must be able to communicate effectively with staff at all levels within the organisation. The successful candidate must have excellent knowledge of the Support Medical Secretary role.
A full job description and person specification listing duties and responsibilities for this role is attached.
Previous applicants need not apply.
Main duties of the job
To ensure the smooth running of the Medical Secretary Department by providing comprehensive, efficient, and high-quality service. This will involve managing the Support Medical Secretaries within the Department ensuring that all available capacity is utilised to its maximum and that all clinical dictations are typed within the KPI deadline. It is essential that you exercise initiative commensurate with the role and it is vital that confidentiality be maintained at all times.
Manage and organise the day-to-day activities of a team of Support Medical Secretaries to provide a first-class service, ensuring that all work is accurately processed in accordance with relevant Trust policies ensuring all relevant HR policies are adhered to.
Job responsibilities
KEY DUTIES
Communication: Promote effective lines of communication within the Trust at all levels, working with other service users including clinicians, Operational Service Managers, Directorate Managers, and outside agencies including CCGs and GPs.
Promote effective lines of communication within the Directorate and externally, being aware of sensitive, confidential, and contentious issues.
Support the Support Medical Secretary manager with complex or sensitive issues within the Directorate, often needing to gain the cooperation of varying levels of staff, e.g., Consultant medical staff, to ensure service demands are met.
PLANNING AND ORGANISATION: Contribute to the development of administrative processes and systems and introduce new methods to improve services.
Analyse workflow, identifying performance issues, monitoring performance, and developing strategies to resolve such issues or problems that adversely affect the departments, e.g., by process mapping/audit.
Participate in the structure and implementation of new interdepartmental policies and procedures relating to the medical secretarial processes.
Anticipate problems and forward plan, devising and implementing plans of action.
Support the service to achieve Key Performance Indicators (KPIs) for, e.g., ensuring dictation and clinical correspondence is produced in a timely manner in line with CCG requirements.
Supports the management of the dictation contingency arrangement.
HUMAN RESOURCES: Support day-to-day supervision and management of the team:
Appraisals ensure Support Medical Secretary staff receive regular personal development reviews and are compliant with mandatory training.
Ensure ESR is updated in a timely fashion.
Recruitment and selection support the Medical Secretary Manager with the recruitment process.
Co-ordinate secretarial workloads on a daily basis, allocating and reallocating tasks, situations, or staff to meet service requirements.
Plan rotas to cover annual/sickness absence and the duties of admin support in their absence regularly.
Participate in training as necessary and attend all mandatory training sessions.
Instruct members of staff on new policies or new technology.
Departmental risk assessor undertaking assessments as and when required.
INFORMATION RESOURCES: Demonstrate extensive knowledge and skills required of the management of a successful medical secretarial department achieved through good leadership, motivation, communication, and innovation.
Knowledge of medical terminology across a wide range of clinical specialties.
FINANCE: Responsible for the procurement of supplies for the Department including stationery, office furniture, cleaning products, and digital dictation equipment.
LEADERSHIP: Deliver monthly Organisation team brief ensuring staff are kept up to date with Trust/local/national issues.
Hold individual meetings with staff members regarding sensitive or personal issues and provide a link to other specialists or emotional support as necessary.
Update Medical Secretary Manager/Directorate Managers/Heads of Service regarding staff issues.
Person Specification
Qualifications
* NVQ III or equivalent experience
* RSA II / III Typing or Word Processing
* Knowledge of medical terminology
* AMSPAR Diploma
* European Computer Driving Licence (ECDL)
Knowledge and Experience
* Previous secretarial experience with knowledge of secretarial/administrative procedures and systems
* Previous Medical Secretary experience
* Previous NHS experience
* Knowledge of Microsoft Office Software Package
Skills
* Able to communicate effectively with a wide range of people, both internal and external
* Ability to work as a member of a team
* Excellent interpersonal skills
* Knowledge of Data Protection
* Flexible working approach
* Ability to plan and organise own workload to meet targets
Other
* Committed to self-development to meet the requirements of the role
* Ability to concentrate for prolonged periods when transcribing medical audio dictation in a predictable work pattern
* Ability to deal with distressed patients or relatives when answering the telephone
* Ability to cope with frequent indirect exposure to distressing or emotional situations in the content of clinical correspondence
* Continuous use of computer/keyboard
* Use of trolleys to transport casenotes
* Continuous use of VDU
* Working in an office environment
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.
Employer name
Mersey and West Lancashire Teaching Hospitals NHS Trust
£26,530 to £29,114 a year Per Annum, Pro Rata
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