West Suffolk NHS Foundation Trust

Medical Secretary/PA - Band 4 - Neurology

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Job summary

A 30 hour permanent position has arisen in our Neurology Department for Medical Secretary. As part of the secretarial team you will be working for Neurologists and their clinical specialist nurses.

It is expected that the preferred candidate will have previous experience of working in the NHS within a medical secretarial role and will possess a secretarial qualification, extensive understanding and knowledge of medical terminology and audio typing skills.

The successful candidate must be able to undertake all administrative duties, including diary management, typing of clinic letters and setting up additional clinics as required.

You will need to be able to plan your own workload and work on your own initiative working to strict guidelines, both individually and as part of the wider team.

You will be expected to possess a flexible approach to working hours and duties including providing for your colleagues during absences.

Main duties of the job

Advice and Guidance Print off the electronic advice and guidance requests from GPs. Pass to On Call consultant. Letters are then dictated by the consultant and it is up the P.A. to type the reply and take the appropriate action.

E-Care Pools Boxes Access the internal box and deal with any referrals or advice requests. Pass to consultants as appropriate.

Central Neurology Outlook Deal with emails, from GPs, Patients and other Hospitals. Action as appropriate.

MModal Type up clinic, general and patient letters as dictated by consultants and nurses. Ensure follow ups and onward requests to other Hospitals are actioned.

Clinics setting up clinics as required. Taking any actions required to either cancel, remove or reschedule.

Telephone Calls Answering telephone calls and action as appropriate. Taking message from answer phones and putting messages into E-Care.

Patient Time Line Report Access Luna system and take appropriate actions as needed.

Consultant and Nurse Leave (this includes annual leave, professional leave and study leave) Filling in request form for consultants and nurses. Ensuring clinics are cancelled and moved.

Liaising with Outpatient departments for rooms and staffing for additional clinics to take place.

Open and distribute incoming post.

Scan documents required and send to other Hospitals as required.

About us

#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community

We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.

The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.

Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.

We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.

With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.

We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.

Join us. What will you #BeKnown for?

Date posted

07 July 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

C9179-23-1047-M

Job locations

West Suffolk Hospitals Nhs Trust

Hardwick Lane

Bury St. Edmunds

Suffolk

IP33 2QZ

Job description

Job responsibilities

Please See Supporting Information For Full Job Description.

To provide a comprehensive personal assistant/secretarial service in support Consultants and associated medical team, ensuring the provision of an efficient and reliable service.

KEY TASKS:

1. Provide a comprehensive secretarial service to Consultants and clinical team including typing of clinical letters, filing, making available case notes, maintaining a personal diary, dealing with enquiries and arranging appointments.

2. Type and complete all correspondence (letters and reports) from written text and MMODAL.(audio typing).

3. Receive post and deal with routine correspondence, undertaking follow-up action as directed, copying relevant correspondence to patients as directed.

4. Collate all X-ray and pathology reports, presenting them to the Consultant/Spr/SHO and ensure appropriate action is taken as instructed.

5. Pull urgent pending results off information system as instructed by medical staff and ensure appropriate follow-up action is taken.

6. Obtain investigation results and patient information from other Hospitals.

7. Receive queries from General Practitioners, patients and relatives/carers and assess those that can be responded to directly in accordance with specialty protocol.

8. Deal sensitively with distressed patients, relatives and carers, identifying their concerns and attempting informal resolution where possible in line with the Trusts Complaints Policy.

9. Co-ordinate and monitor Consultants clinics and liaise with appointments staff regarding any amendments e.g. urgent cancellation due to sickness, annual leave, study leave.

10. Make arrangements for extra clinics as authorised, liaising with appropriate managers to ensure that staff and equipment are in place and assist with prioritisation of patients for extra clinics.

11. Prioritise messages for Consultant, paging as necessary for urgent messages and arrange meetings for the Consultant and team, managing the Consultants diary and email system.

12. Liaise with the Waiting List Office to ensure that all day case patients are seen in a timely manner, in line with the 18 week targets.

13. Ensure that appropriate follow up actions are brought to the attention of the medical team e.g. referrals, investigations and planned case discussions.

14. Ensure that patient information systems are used to enhance the efficient running of the system and work with the medical team to support the development and introduction of new technology, systems and protocols.

15. Ensure patients case notes are maintained including filing letters, results and tracking information. Request X-rays, investigations and other information as required by the medical staff.

16. Notify all appropriate departments of cover arrangements for consultants periods of leave taking account of local guidelines on leave and ensure that all enquiries and referrals are dealt with appropriately during leave.

17. Track and follow up in-patient referrals on database to ensure they are seen.

18. Arrange IT and Mandatory training for Consultants and clinical staff in Neurology as required.

19. Work as a member of the Neurology team supporting other team members as necessary and ensuring good communication channels are maintained.

20. To manage the Patient Timeline (RTT) report on behalf of the nominated Consultant. Using the Luna system. This to be updated weekly prior to the main Access meeting held on a Thursday.

21. To assist in the training of new members of staff and as when required.

22. To access the ERS referral system for the Neurology department, printing off referrals and presenting to the consultant on a daily basis. (This is done on a rota basis with other Neurology Secretaries .