Job summary
An exciting opportunity has arisen for a well-motivated individual to join us as a Medical Secretary/PA at the Christie. You will join the established team to support the ONCOLOGY Colorectal Team
This is a Permanent It will be working 30 Hours
You will be enthusiastic, flexible, willing to learn, eager to play an effective part in a busy team environment, work to a high standard and be able to use your own initiative.
You will need to have experience of audiotyping and copy typing and ideally have worked within a healthcare environment with medical secretarial experience and knowledge of medical terminology.
You will be responsible for the provision of a full secretarial and administrative support for the Oncology Consultant and small clinical team, ensuring a high standard of PA / secretarial duties is maintained and deadlines and audio typing targets are met.
When applying for this position, please refer to the person specification and demonstrate within your application form how you meet the criteria, providing examples where possible.
Main duties of the job
Liaise with all consultants in your area of responsibility to provide a full secretarial service, including all administrative duties and dealing with mail, which includes placing it in order of priority and acting on matters which can be dealt with without further reference.
Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.
Organise and schedule meetings and maintain an up to date diary for appointments, meetings and interviews.
Effectively monitor clinic templates liaising with clinical team and administration staff to ensure clinic numbers are manageable. Escalating to the management team when appropriate.
Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference.
Answer written and verbal enquiries from patients/relatives, referring enquiries to consultants only when necessary.
Deal with stressful phone calls which can be emotional / abusive and of a sensitive nature from relatives/patients.
Liaise with internal and external departments to arrange clinical investigations/procedures.
About us
The Christie NHS Foundation Trust is one of the largest cancer treatment centres in Europe, and an international leader in cancer research and development.
You will be working in a supportive and engaged team environment, with a management team who will enable you to broaden your experience and develop a wide range of skills.All flexible working arrangements will be considered, and applicants are invited to make informal contact should they wish to discuss the role and its remit further.
Job description
Job responsibilities
SPECIFIC DUTIES AND RESPONSIBILITIES:
Liaise with all consultants in your area of responsibility to provide a full secretarial service, including all administrative duties and dealing with mail, which includes placing it in order of priority and acting on matters which can be dealt with without further reference.
Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.
Organize and schedule meetings and maintain an up-to-date diary for appointments, meetings and interviews.
Effectively monitor clinic templates liaising with clinical team and appropriate administration staff to ensure clinic numbers are manageable. Escalating to Admin and Service Managers when appropriate.
Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, acting on all matters which can be dealt with without further reference.
Answer written and verbal enquiries from patients/relatives, referring enquiries to consultants only when necessary.
Deal with stressful phone calls which can be emotional / abusive and of a sensitive nature from relatives/patients.
Liaise with internal and external departments to arrange clinical investigations/procedures.
Liaise with patients involved in trials undertaken by the team, coordinating all necessary information between patients, hospital and organizing bodies.
Ensure accurate input of patient details when entering data onto information databases and Patient Administration System (Careflow) including routine use of the case note tracking system.
Receive new patient referrals and organize appointment/admissions and arrange treatment as required.
Contribute to the appropriate management of the waiting list, particularly in relation to patients who fall within the two-week wait category
Co-ordinate annual leave within the group to ensure clinics are capped or cancelled as necessary in order that clinics are managed effectively, and nursing staff are allocated appropriately to other areas.
Contribute to the training of new members of staff within a given area as required.
Ensure case notes are kept up to date and that all investigations and other material (outside notes and films) are available for clinic appointments/admissions.
Provide information required to support the investigation of litigation cases.
Provide statistical information to the Information Department as required.
Work with Clinicians, Managers and Administration staff to review working practices, identify new improved ways of working and find solutions to problems.
Work with the management team to improve quality and range of services, with resources being managed according to agreed policies and priorities.
Ensure all relevant information is available for multi-disciplinary meetings for your team. Co-ordinate case notes and reports where necessary.
ADDITIONAL REQUIREMENTS
- Always follow risk management procedures including the identification, assessment, and management of risk within the division.
- To abide by all Trust policies and Procedures.
- To be responsible for own professional /personal development, including participating in ongoing appraisal and personal development planning.
This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties and flexibility may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.
Person Specification
Qualifications
Essential
- 5 GCSE’s grade C or above including Maths and English or equivalent.
Desirable
- Evidence of further development
Experience
Essential
- Previous secretarial experience in a similar environment
- Experience of working in a health care setting
- Experience of working as part of a team and in isolation.
- Experience in managing priorities under pressure, to meet service needs and strict deadlines.
Desirable
- Previous secretarial experience in Oncology
Skills
Essential
- Audio typing
- Copy typing
- Sound knowledge of medical terminology
- RSA stage II
- Word-processing
- Willing to attend training courses appropriate to role
Desirable
- Microsoft Office (Excel, PowerPoint)
- RSA stage III
- AMSPAR Diploma (or equivalent)
Knowledge
Essential
- Excellent communication skills
- Typing – ability to produce accurate, well presented work
- Ability to work as part of a team
- Organisational abilities to work to tight deadlines
- Ability to use own initiative
- Ability to work under pressure
- Reliability
- Flexibility to work within the team where necessary
Values
Essential
- Ability to demonstrate the organisational values and behaviour including:
- Act with Kindness
- Connect with People
- Make a Difference
Other
Essential
- Ability to work as part of a team
- Ability to work on own and to use initiative
- Excellent interpersonal skills
- Flexible and pro-active approach
- Self-motivated and Enthusiastic
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.
