Medical Secretary, Respiratory/Targeted Lung Health Checks
Job overview
The Respiratory service provides inpatient and outpatient care for patients with chronic lung diseases. This role is to provide a comprehensive and high-quality administrative service to the Respiratory department, with a particular focus on supporting the new Targeted Lung Health Programme.
The most rewarding part of this role is providing a high standard of administrative assistance to the clinical team, other departments and patients.
Our Medical Secretary will work with very little supervision, prioritising and manging their own workload on a day-to-day basis.
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Main duties of the job- Track all results and investigations effectively, disseminating to the relevant consultant promptly, acting on the Consultants’ advice, and undertaking the appropriate action as instructed.
- Independently handle patient/carer telephone calls and enquiries in an efficient, sensitive and confidential manner, judgement is required to analyse and resolve any problems, escalating where appropriate.
- Ensure all clinic outcomes, procedures codes and RTT statuses/codes are recorded accurately.
- Manage Consultant diaries accurately, including recording annual leave, study leave and cross checking with the published timetables. Any discrepancies are to be flagged to the Practice Manager.
- Process incoming post daily
- To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
- Organise and plan your own workload efficiently, prioritising tasks, highlighting any concerns to the Admin Team Leader.
- Assist the Team Leader in the production of Standard Operating Procedures (SOP) relevant to this role.
Working for our organisation
The Respiratory Department at Torbay Hospital is based in, the Heart and Lung Unit. We are a multi-disciplinary team, we collaborate with other Consultants, Respiratory Physiologists, Nursing Staff, Administrative teams, Specialty Doctors, and Specialist Registrars.
We undertake assessments and investigations, in addition to all aspects of treatment of patients with diseases and defects of the lungs.
You will be joining a supportive and dynamic team, who are committed to continuously improve the service for our patients.
Why work with us
Detailed job description and main responsibilities- Responsible for monitoring and tracking referrals arising from the TLHC following significant findings either with suspected cancer or significant incidental findings. Ensuring all relevant referrals are entered onto the Cancer Tracking Database
- Support service improvement to streamline the patient journey and improve the quality of patient care.
- Contribute to the achievement of the National Cancer Waiting Time target, National Audits and Cancer Registry
- Support the tumour site specific Multi-disciplinary Team (MDT) in co-ordinating services to deliver the specified outcomes and targets of the Cancer Plan as required
- Facilitate the patient pathway by co-ordinating and proactively tracking the timeliness of patient treatments within the National guidelines
- Support and co-ordinate the Targeted Lung Health Check MDT meetings, ensuring that all the relevant people, information, notes and diagnostic results are available and discussed according to evidence-based protocols and to record outcomes and actions at the meeting
- Close and effective liaison with different departments and neighbouring Trusts is an essential aspect of this role. Excellent organisational communication skills together with high levels of accuracy are therefore a key requirement for this post
- Ensure all clinical and non-clinical correspondence are typed within local targets, using the Infoflex system
Person specification
Qualifications and training
Essential criteria- Good standard of education to include GCSE in Maths and English or equivalent.
- Competent fast typing and accurate keyboard skills
- ECDL qualification or equivalent
- Knowledge of using Excel
- Experience of audio typing.
- AMSPAR/Medical Terminology qualification.
Knowledge and experience
Essential criteria- Experience in using Microsoft Office software (Word, Excel, PowerPoint and outlook).
- Experience of working in a multi-disciplinary team
- Experience of working in an office environment with administrative and organisational skills
- NHS experience.
- Experience with hospital software and systems, to include IHCS, Inforflex and CRIS
- Understanding of hospital policies and procedures including the Trust Access Policy.
- To be proficient in the use of Internet/Intranet and email.
- Understanding of Referral to Treatment Pathways.
- Knowledge of medical terminology
Specific skills
Essential criteria- Independent working with the ability to prioritise workloads and achieve conflicting deadlines
- Excellent communication skills
- Ability to carry out duties in sometimes stressful and demanding situations
- Understanding of confidentiality and how this may apply to the role
- Customer care skills
You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.
If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.
IMPORTANT INFORMATION- We reserve the right to close vacancies early if we receive a high volume of applications. Therefore, we encourage you to apply promptly.
- Please read the job description carefully and tailor your application to reflect the requirements of the role.
- Applicants who identify in their application form they are a part of the Armed Forces community will be guaranteed an interview, provided they meet the minimum essential criteria outlined in the job description and person specification for the role. Step into Health guidance can be found on our NHS Employers website.
- Correspondence will be sent via Trac, text, and email. Please ensure you check your email and Trac account regularly.
- Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band.
- If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
- It is your responsibility to ensure the timely receipt of appropriate references.
If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.