Senior Medical Secretary - Rheumatology Medicine
Administrative and Clerical Band 4 (32 hrs)
Applications are invited from hard working and motivated individuals to provide a high quality medical secretarial and administrative service working as part of the medical secretarial team within the Rheumatology Department. You will be based at the Queen Elizabeth Hospital Gateshead.
Main duties of the job
You should have previous medical secretarial experience, preferably within an acute medical setting and have knowledge of a full range of secretarial procedures, a working knowledge of a variety of software programmes and RSA/OCR Level 3 typing/audio/word processing or equivalent level of experience. You need to have a good understanding of medical terms.
Excellent written and verbal communication skills are essential together with excellent organisational and planning skills. You should be proficient in the use of Windows and Microsoft Word. A working knowledge of Careflow is also desirable.
The post holder will be expected to manage their own workload and will be required to use a significant amount of initiative and discretion in the discharge of all duties, handling queries/enquiries efficiently and professionally.
Duties will include typing clinical letters for the team using digital dictation (Winscribe), booking and sending out appointment letters, handling case notes, requesting orphan data filing, managing waiting lists and co-ordinating admission dates. Accessing and entering data into a number of different computer systems is also a key part of the role such as Careflow, ICE, Filefast and Bluespier.
Job responsibilities
Overall responsibility for providing an efficient administrative support service to clinicians to meet internal and external standards/performance indicators.
Annual leave cover, Standing Operating Procedures, technological changes and MDT management/Virtual clinics.
Provides support to identified clinicians: managing diaries; support with software systems, organising meetings, rotas, leave & associated cover, teaching, training, performance and induction activities.
Investigate and collate information for DATIX incidents/complaints as required by clinicians or service management.
Oversee patient pathway (RTT, Diagnostics and Cancer) progress for nominated clinicians; calculating referral to treatment dates, monitoring progress and following up activity (e.g. investigations), liaising with Waiting List team as required, arranging inter provider referral & transfer of information and investigating potential breaches identified by the Waiting List Manager.
Oversee the smooth running of nominated clinics; managing and maximising capacity, cancellations & rescheduling, arranging additional clinics and urgent patient appointments (< 1 week) within patient pathway requirements and Service Level Agreements.
Main point of contact for patient and third parties (e.g. other clinicians, GP, police, social care, legal) to resolve queries, respond to requests for information or notify third party of information as required by clinicians.
Provide information to assist performance reporting and resolution of queries or complaints (e.g. DATIX) as required.
To provide a service for the transcription and typing of communications, reports and correspondence in line with trust contracted timescales across the relevant service line through appropriate prioritisation delegation and supervision.
To monitor expenditure for a delegated budget from the relevant Administration Manager e.g. stationery and timesheets.
Person Specification
Qualifications
* NVQ 3 Certificate in Business Administration or equivalent experience
* RSA 3 in Typing or Word Processing or equivalent experience
Experience
* Experience of working in NHS or healthcare environment
* Experience of working in secretarial or office environment
* Experienced in using Microsoft Office packages
* Experience of problem solving non-routine issues
* Transcribing formal minutes of meetings and creating databases/spreadsheets
* Dealing with difficult patients/carers
* Experience of supervising/managing staff
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.
£26,530 to £29,114 a year (pro rata)
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