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Job Summary
To provide a comprehensive medical secretarial service to a consultant and/or group of medical staff in an efficient and timely manner. This post is part of a professional multi-skilled team working across the administration services.
Main duties of the job
* Responsible for the full secretarial and administrative service to the consultant(s) and his/her medical team (where appropriate)
* Take appropriate action with regard to telephone calls from parents/carers of patients, GPs and other agencies using initiative, within broad guidelines outlined by the consultant(s)/directorate manager
* Ensure accurate messages are taken for consultant(s) team and delivered in timely manner
* Prioritise own workload
* Manage Outpatient and Diagnostic Patient Target Lists (PTLs)
* Maintain an up-to-date diary for the clinical team, liaising with external and internal contacts and organisations as necessary
* Sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information
* Provide administrative support to consultant(s) in respect of work relating to Royal Colleges, teaching, research, NHS medical reports, charities and publications, including organising meetings, agendas and minutes
* Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results
* Ensure effective communication with all members of a multi-disciplinary team
* Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records when required
* Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required
* Notify relevant staff to ensure that consultant(s) and team leave is taken into consideration in the planning of in-patient and/or out-patient care and instruct absences to relevant parties
* Provide support in respect of consultants clinical audit responsibilities
* Ensure comprehensive working knowledge of iPMS as commensurate with role
* Obtain patient test results using PATH/WebPACS/CRIS system at consultant(s)/team request
* Ensure all hospital case notes are traced into and out of the department accurately on iPMS
* To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team
* To arrange for copies of scans/X-rays/angios to forward to other Trusts and hospitals
* Have a working knowledge of in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy (MGN4) and undertake patient pathway management when required
* Required to cover service line medical secretary colleagues during times of absence or increased workload as requested by line manager
* To carry out any other clerical duties as determined by the line manager.
Person Specification
Knowledge & Experience Essential
* Previous demonstrable experience within a similar role.
* Previous demonstrable experience in the use of word processors/data base/spreadsheet packages.
Qualifications Essential
* NVQ Level 3 in relevant subject or equivalent demonstrable experience.
* OCR II standard or equivalent or equivalent demonstrable experience.
Aptitude & Abilities Essential
* Ability to accurately touch type.
* Excellent communication and interpersonal skills.
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: University Hospitals Plymouth NHS Trust
Address: Derriford Hospital, Derriford Road, Plymouth, PL6 8DH
Employer's website: https://www.plymouthhospitals.nhs.uk/
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