Medical Secretary - Plymouth - ref. g02346715
NHS Jobs Plymouth
MAIN DUTIES/RESPONSIBILITIES Responsibilities for People Management Participate in interview panels for specified jobs Assist in the training of newly appointed secretarial and administrative staff and supporting them during theirassimilation Actively contribute and participate in line managements and appraisals Supervise administrators of lower bandings Responsibility for financial and/or physical resources Assist in maintenance of stock control and security of stock Observe a personal duty of care when using equipment and resources Maintaining a safe environment in accordance with Health and Safety Policies Responsibility for administration Able to plan and prioritise their own workload on a day-to-day basis To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required.
This includes the typing of letters, reports, patient referrals, etc. in an accurate and quality manner. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure. To retrieve medical records and assist the completion of medical/insurance records.To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinic system in an accurate and secure manner.
To provide cover for members of the secretarial team during periods of sickness and annual leave. In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties. To receive and dispatch mail and maintain a pending system.
Be responsible for all of the Consultants incoming mail and e-mails, whilst using discretion to deal appropriately with any mail that does not require the Consultants perusal. Provide an efficient and accurate secretarial service to the Consultant and to ensure the Consultants diary of appointments is updated and confirmed with him/her on a daily basis, use discretion to make changes and communicating the changes whenever necessary.
Record and monitor the Consultants attendance/absence in own diary. Apply to the appropriate parties for approval of leave and obtain Consultant cover. Arrange changes to the Consultant Duty Rota as necessary and again notify all parties of such changes.
Provide secretarial support for the Junior Doctors working with the Consultants following outpatients clinics. Liaise with the Team/Secretaries and other medical secretaries to cross cover for annual leave and other leave as required, in line with the secretarial standard.
Liaising with GPs, patients, carers and other professionals on a daily basis Book patients in for clinical appointments, answer telephone using tact and diplomacy when talking to patients. Take messages or respond appropriately. Maintain Outpatients appointments and implement changes as necessary on own initiative to ensure that the lists run effectively and efficiently.
Produce and submit monthly statistical returns. Take minutes at team meetings where appropriate, transcribe notes and distribute. Recording of large amounts of information relating to staff contact with patients onto Livewell Southwest database (SystmOne) on a daily basis.
Generating reports and scans from these lists. Provide support to the Clinical Lead for Neurorehabilitation. Support in covering annual leave and sickness across other services, when required Responsibility for people who use our services Liaise with patients, other professionals and agencies to organise various meetings including Care Planning, Aftercare, Risk Management and Discharge Planning.
Due to the urgency of some of these meetings are arranged at short notice, requiring re-organisation of diaries to ensure service user needs are met. Demonstrate a positive attitude to patients, treating patients and their families with dignity and respect.
Have an excellent knowledge of risk factors and be able to make judgements about client and staff safety and raise concerns with senior staff. Ensure compliance with contractual and related quality standards, including acknowledgement of referrals and production of written correspondence with referrers.
Responsibility for implementation of policy and/or service developments Comply with all appropriate National, Livewell Southwest and local polices and protocols. These include Health and Safety, Fire Procedures and Confidentiality. Know how to report accidents and incidents and to do so promptly.
Behave in a manner that does not bring the Team or Livewell Southwest into disrepute. Ensure that professional boundaries are always adhered to. Actively participate in line management supervision with a senior member of the Team. Actively participate in the Livewell Southwest appraisal system.
Participate in team meetings. Carry out other duties commensurate with the position as required. Responsible for updating Knowledge and Skills, including Livewell Southwest mandatory training. Identify new ways of working and make changes to own work, when agreed, to improve service.
COMMUNICATIONS AND RELATIONSHIPS To maintain confidentiality regarding information gained during the course of work. To be responsible for the work area and ensure and maintain a safe environment in line with Livewell Southwest policies and protocols.
Ensure that the Consultants caseload details are kept up-to-date and in line with the Care Approach programme. Deal with patients and service users of all ages and requirements via all forms of communication Working with other administrators within the wider teams Working with Service Managers and other department managers with patient queries PHYSICAL DEMANDS OF THE JOB Competent advanced keyboard skills including audio typing.
There is a frequent requirement for concentration required for dealing with various complicated medical documents and correspondence with frequent interruptions. There is a frequent requirement for concentration required when typing reports, letters etc of complicated nature with frequent interruptions.
There is a frequent requirement for sitting in a restricted position, maintaining correct posture, when sitting at desks; for example, when (audio) typing or taking detailed minutes of meetings. The post holder will carry any deliveries in a safe manner, in accordance with the organisations manual handling policy.
The job requires sitting working at a desk for periods at a time, moving patient notes to secure storage lockers which can be a number of files at once (equipment provided to assist). Use of some complex computer systems. A full breakdown of the job job description is attached
Torbay and South Devon NHS Foundation TrustTorquay, 25 mi from Plymouth
Working for our organisation
The HoP/Stroke & Movement Disorder Department consists of thirteen Consultants, four Medical Secretaries and one Secretarial Assistant. The team are based at Torbay Hospital.
Why work with us
Detailed job description...
Office Angels, UKExeter, 33 mi from Plymouth
in line with practice policies?... Our client is currently seeking a Medical Secretary to join their team either full-time or on a job share basis.
Job Title: Medical Secretary
Location: Outskirts of Exeter
Duration: 2 to Permanent
Hours: 37.5 - Monday...
NHS JobsPlymouth
Typing Dictations Filing Patient Letters Booking Outpatient appointments Booking Theatres PTL Management Answering the phone to patients Data Quality queries Other tasks