Job summary
An
exciting opportunity has arisen for an enthusiastic, proactive, motivated and
passionate individual to join the Head and Neck Clinical Service Unit working
as a Medical Secretary, based at the LGI. This is an excellent opportunity
for someone wishing to further their career development and to gain
experience in a large and diverse department.
Our
goal is to be the best place to work, to achieve this we engage with &
listen to our staff, to understand their needs. We are proud to support all
individuals to work flexibly so they can maintain a good work life balance
& provide support as a carer or parent. We value our diverse staff &
are committed to equal opportunities & welcome applications from all
sections of the community, regardless of any protected characteristics.
Reasonable adjustments will be made for disabled applicants & to support
staff who require adjustments to ensure they can work safely.
This
vacancy may close before the closing date if sufficient applications are
received.
If
you would like more information about this post, please contact Craig Miles
or Lewis Ransom on 0113 3923505 for an informal discussion.
Main duties of the job
The
post holder will be expected to support the medical and management team to
proactively deliver cancer performance targets and service improvement across
the department.
Successful
candidates will be able to demonstrate excellent interpersonal and
communication skills with the ability to forge and maintain relationships.
The
ability to manage and prioritise a large and varied workload, quickly find
solutions and to focus on critical issues when decision making are all
essential.
Ideally
the candidate should possess excellent secretarial skills. Patient Centre,
Epro and Galaxy experience would be advantageous, but not essential
Please
see the attached Job Description for further information
About us
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Job description
Job responsibilities
In
managing diaries for the clinical team the post holder will be expected to
co-ordinate the cancellation or alternative provision of outpatient activity
ensuring the communication meets Trust targets where appropriate and
escalating to the PSC/Business Manager in cases where the cancellation of
clinical activity may prevent national targets from being met.
Supervise
a small team of medical secretaries, and related clerical support staff,
including the allocation of work and the organisation of daily departmental
cover.
Managing
and prioritising departmental workload on a day-to-day basis.
On
a regular basis to review relevant waiting time reports (e.g.18-week reports)
for the Consultants responsible for ensuring in all cases that the next steps
for the patient are identified and booked. Where this is not possible to
liaise with the Business Manager/PSC for appropriate action to be undertaken.
To
support the clinical teams in the delivery of excellent patient care by
actively working with colleagues and other Departments to ensure that all
patients registered within the service are proactively supported through
their patient journey (This would include but is not limited to: liaising
with the relevant MDT teams about fast track patients and escalating
clinically urgent patients to the relevant staff groups for action where
required).
Ensuring
all phone calls are answered within the department during core office hours
Opening
and dealing with departmental post and allocating resulting work to
appropriate staff.
Monitoring
turnaround times for clinical correspondence and taking corrective action as
required, in conjunction with the assistant PSC/PSC, in order to meet 5-day
turnaround standard.
Participate
in yearly appraisals for the team medical secretaries together with the
PSC/Business Manager to support on-going staff development
Providing
PSC/Business Manager and Consultant staff with relevant information relating
to administrative service.
Take
minutes at secretarial staff meetings and attending other administrative
meetings as required.
Undertake
duties required as the administrator and super user for the digital
dictation/voice recognition system including identifying new workflows,
updating workflows as required, and providing general advice on the system to
team secretaries.
Responsible
for ensuring office equipment is in working order and office supplies are
maintained and replenished.
Job description
Job responsibilities
In
managing diaries for the clinical team the post holder will be expected to
co-ordinate the cancellation or alternative provision of outpatient activity
ensuring the communication meets Trust targets where appropriate and
escalating to the PSC/Business Manager in cases where the cancellation of
clinical activity may prevent national targets from being met.
Supervise
a small team of medical secretaries, and related clerical support staff,
including the allocation of work and the organisation of daily departmental
cover.
Managing
and prioritising departmental workload on a day-to-day basis.
On
a regular basis to review relevant waiting time reports (e.g.18-week reports)
for the Consultants responsible for ensuring in all cases that the next steps
for the patient are identified and booked. Where this is not possible to
liaise with the Business Manager/PSC for appropriate action to be undertaken.
To
support the clinical teams in the delivery of excellent patient care by
actively working with colleagues and other Departments to ensure that all
patients registered within the service are proactively supported through
their patient journey (This would include but is not limited to: liaising
with the relevant MDT teams about fast track patients and escalating
clinically urgent patients to the relevant staff groups for action where
required).
Ensuring
all phone calls are answered within the department during core office hours
Opening
and dealing with departmental post and allocating resulting work to
appropriate staff.
Monitoring
turnaround times for clinical correspondence and taking corrective action as
required, in conjunction with the assistant PSC/PSC, in order to meet 5-day
turnaround standard.
Participate
in yearly appraisals for the team medical secretaries together with the
PSC/Business Manager to support on-going staff development
Providing
PSC/Business Manager and Consultant staff with relevant information relating
to administrative service.
Take
minutes at secretarial staff meetings and attending other administrative
meetings as required.
Undertake
duties required as the administrator and super user for the digital
dictation/voice recognition system including identifying new workflows,
updating workflows as required, and providing general advice on the system to
team secretaries.
Responsible
for ensuring office equipment is in working order and office supplies are
maintained and replenished.
Person Specification
Experience
Essential
- At least two years experience in a healthcare environment in a PA or similar role e.g. as a Team Medical Secretary Co-ordinating and managing a team workload
- A good understanding of the principles of data quality
- Using a variety of Microsoft office packages including word, excel and PowerPoint and e mail
- Organising and administrating meetings
- Prioritising and managing workload to meet deadlines
Desirable
- Direct contact with patients either face to face or by telephone
- Previous healthcare experience
- Using other Trust based information systems such as PPM for a variety of purposes e.g. reporting or patient pathway management Interpreting simple reports
Skills & behaviours
Essential
- Interpersonal and communication skills
- Organisational and time management skills
- Understanding of patient/customer focus
- A detailed understanding of relevant Trust policies and procedures in particular the Complaints/PALS procedures
- Supervisory skills
- Team working
- Customer care skills - verbal and oral to support dealing with patient queries
- Tact and diplomacy in handling sensitive and confidential information
- Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information
- Understanding of relevant Trust standards and National Waiting Time Standards e.g. 5-day turnaround of clinical correspondence, 18-week wait for patients.
- Using different IT systems to make an assessment of where a patient is in their pathway and the resulting steps required to progress that patient through their journey
Desirable
- An understanding of medical careers and junior doctor rotation
Qualifications
Essential
- GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2 qualification) English and Maths Audio typing/word processing skills (RSA III) or equivalent experience
Desirable
Person Specification
Experience
Essential
- At least two years experience in a healthcare environment in a PA or similar role e.g. as a Team Medical Secretary Co-ordinating and managing a team workload
- A good understanding of the principles of data quality
- Using a variety of Microsoft office packages including word, excel and PowerPoint and e mail
- Organising and administrating meetings
- Prioritising and managing workload to meet deadlines
Desirable
- Direct contact with patients either face to face or by telephone
- Previous healthcare experience
- Using other Trust based information systems such as PPM for a variety of purposes e.g. reporting or patient pathway management Interpreting simple reports
Skills & behaviours
Essential
- Interpersonal and communication skills
- Organisational and time management skills
- Understanding of patient/customer focus
- A detailed understanding of relevant Trust policies and procedures in particular the Complaints/PALS procedures
- Supervisory skills
- Team working
- Customer care skills - verbal and oral to support dealing with patient queries
- Tact and diplomacy in handling sensitive and confidential information
- Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information
- Understanding of relevant Trust standards and National Waiting Time Standards e.g. 5-day turnaround of clinical correspondence, 18-week wait for patients.
- Using different IT systems to make an assessment of where a patient is in their pathway and the resulting steps required to progress that patient through their journey
Desirable
- An understanding of medical careers and junior doctor rotation
Qualifications
Essential
- GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2 qualification) English and Maths Audio typing/word processing skills (RSA III) or equivalent experience
Desirable
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.
