Support Secretary / Clinic Management

Job overview

An exciting opportunity has arisen for an enthusiastic individual to become a part of the Endocrine and Senior Adult Oncology Teams here at The Christie.

To keep accurate, up-to-date patient records; to type clinic annotations and letters and to help ensure that future appointments are made.

The successful candidate should have excellent communication skills, typing and be able to prioritise their workload.

• To provide a comprehensive and effective secretarial support service to the directorates’ secretarial teams to assist with the day-to-day clinic management of the clinic templates.
• To ensure secretarial duties are carried out to a high standard in order to meet patient needs and to ensure that deadlines are met at all times.
• To keep accurate, up-to-date patient records; to type clinic annotations and letters and to help ensure that future appointments are made.

Working for our organisation

The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.

The team is made up of 3 x Medical Secretaries/Pa who provide support to:

4 x Endocrinology consultants, Junior Doctors and the Senior Acute Oncology Team.

We work on a hybrid approach of on-site and home working. This is managed via a weekly rota and must meet the needs of the service. There may be occasions where we will ask you to be on site for your full hours during periods of absence.

The office is open plan, and you will be based with the Secretaries/Pa and Support Secretary.

We offer a friendly environment and due to the nature of the Endocrinology and the Senior Adult Oncology Services the specialities work together as a team to enable a Multidisciplinary approach.

1. Works closely with the Medical Secretaries to provide comprehensive support for all clinical work within the directorate.
2. Work closely with clinicians to manage clinic templates including amending appointments slots, cancelling, reducing or adding new streams and adding ad hoc or new clinics onto the Patient Administration System (Careflow)
3. Audio typing of correspondence and results, ensuring tight turnaround times are met.
4. Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes.
5. Appropriately disseminates a variety of correspondence/documentation across the

1. Requests and obtains case notes and x-rays/scans both internally and from other hospitals, using the agreed procedures.
2. Ensures accurate input of patient details when entering data onto information databases and the patient administration system (Careflow).
3. Routinely uses the case note tracking system to ensure all patient case notes are tracked to their location.
4. Support the Day Unit with the preparation of clinics.
5. Provides cover in times of absence.
6. Assists in ensuring timely delivery of notes to the appropriate department for out-patient appointments and in-patient admissions.
7. Assists in the registration of new patients to ensure they are seen within the cancer waiting time targets.
8. Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format.
9. Communicate with patients who may be anxious, angry or upset.
10. Exchange relevant information with GPs and other health professionals.
11. Deal compassionately with distressing situations.
12. Liaise with other members of staff regarding case notes and patient visits.
13. Maintain patient confidentiality at all times.
14. Always Remain professional when communicating with people in various situations.
15. Undertakes other general office procedures, such as ordering stationery, opening and dispatching post, photocopying, printing etc.
16. Any other duties deemed necessary for the effective running of the services, and in accordance with the grade of this post.
17. Contributes to the training of new members of staff within a given area as required.
18. Work with the Assistant Operations Manager and Secretaries to improve quality and range of services, with resources being managed according to agreed policies and priorities.
19. To provide cross cover in periods of absence within the Endocrinology Administration Team and occasionally the wider Central Services Directorate

Person specification

Qualifications

• Secondary-level education GCSW Maths and English at C-grade or above, or equivalent
• RSA/OCR typing/text transcription Stage II or equivalent experience.

• Undertaking or achieved AMSPAR Full Diploma or equivalent qualifications
• European Computer Driving License or equivalent

Experience

• Previous clerical and/or secretarial experience
• Experience of working with IT office packages

• Previous clerical and/or secretarial experience in a hospital environment
• Experience of hospital administration system (PAS or equivalent)

Skills

• Audio / copy typing
• Word-processing – ability to produce accurate, well presented work
• Excellent oral and written communication skills
• The ability to manage workload and priorities competing tasks effectively

Knowledge

• Knowledge and familiarity with a range of software including Word, Excel, database packages, e-mail and web browsers.

• Sound knowledge of medical terminology

Values

• Ability to work under pressure
• Ability to work as part of a team
• Able to use own initiative
• Reliability & confidentiality
• Ability to be flexible

Other

• To be flexible in order to meet the needs of the service and wider Central Services directorate.

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy

All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.

Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.

You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.