Job summary
Post Title: Senior Medical Secretary
Grade: Band 4
Department: Women's Services (Obstetrics and Gynaecology)
Location: Women's and Newborn Unit, BRI
Hours: Full and part time hours considered
Band 4 Senior Medical Secretary
An opportunity has arisen for a motivated and enthusiastic individual to join our Gynaecology Team in the role of a part time Band 4 Senior Medical Secretary.
The post holder will be responsible for a range of duties related to patient pathway management, telephone queries, rescheduling, audio typing, opening/sorting post and other administrative tasks.
An appropriate speed and accuracy of typing is required for this role and this will be assessed at interview. You will have a high standard of communication and interpersonal skills with the ability to work with staff at all levels. Experience of EPR, rescheduling and patient pathway management would be advantageous.
Main duties of the job
Candidates will have excellent communication, organisational and prioritisation skills, a flexible approach to their work and the ability to work effectively as part of a team. The post holder will need to work with minimal supervision and have the ability to meet deadlines. Applicants must provide evidence of previous medical secretarial experience. A knowledge of patient pathway management in accordance with the Trust's Access Policy and other National and Local targets such as 18 Week RTT and cancer is essential. As proof reading is an essential part of the role, applicants should also have a good command of English grammar.
The successful applicant will also be responsible for the dissemination of information, messages and enquiries for the Clinical Team and should be confident with liaising with other health professionals and staff within the Trust, patients and external stakeholders
The successful candidate will be a highly motivated and hard working person who can undertake this fast paced and demanding role.
Informal enquiries to:
Sarah Pickering Team manager Sarah.pickering@bthft.nhs.uk
Closing Date: 12th July
Interview Date: TBC
About us
Our district has 17,000 businesses including more FTSE 100 companies than any other north of England city. From the best curry in the country, to the world's turbo chargers, to breakthrough technologies that help to manage chronic pain, we have something for everyone.
We have a strong service sector and community ethos that works together to make Bradford a great place to live and work. As the youngest city in the UK, we are investing heavily in skills for the future by providing the right training at every level for the significant sectors of our economy, and Bradford University and Bradford College are positioning themselves as exemplars in their field. And on top of this, we have competitive house prices and good schools in attractive areas meaning a move to Bradford brings a very high standard of living at an affordable price.
Bradford Teaching Hospitals NHS Foundation Trust employ just over 5,200 staff, serving a population of around 500,000. We also have the third-largest membership base in the country. We currently operate over two main sites; the Bradford Royal Infirmary provides the majority of inpatient services, and St Luke's Hospital provides outpatient and rehabilitation services.
As a teaching hospital, the Foundation Trust is at the forefront of research and development in healthcare. This promotes a culture of learning and professional development that ensures that all doctors, nurses and other healthcare professionals practice the highest clinical standards.
Job description
Job responsibilities
The jobholder will be responsible for provision of a wide range of secretarial and administrative duties related to patient pathway management, including processing of referrals, ensuring appropriate action is taken: audio transcription and word processing of clinical letters, reports and other correspondence as required by the Clinical Teams.
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
- Responsible for the management of all patients within the Specialty in accordance with the Trusts Access Policy and other National/Local targets ie. Cancer, RTT, non-applicable.
- Provide information on a weekly basis to the Team Manager to support the Divisional and Trust- wide Performance/Access meetings.
- To effectively and efficiently administer and maintain accurate data within all relevant IT systems. The systems could include EPR and/or other local IT systems.
- Manage and prioritise own workload using own initiative and ensuring deadlines are met. Working to agreed national/local timescales e.g. waiting times, cancer etc.
- Co-ordinates a secretarial service which includes including filing, shorthand/audio typing, ad hoc correspondence use of e-mail, faxing, photocopying, dealing with mail and ordering stationery supplies.
- Support and guide the medical secretaries in acting as the point of contact with responsibility for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, other health professionals and staff within and external to the Trust.
- Point of contact for challenging/sensitive telephone enquiries from staff, patients, relatives, patients legal representatives, General Practitioners, Nursing staff, Consultants and external organisations and dealing with such enquiries in a constructive and sympathetic manner taking action as appropriate or referring to the appropriate person where necessary and re-routing these calls when required.
- Responsible for tracking and seeking all investigation/test results and bringing abnormal/urgent results to the attention of the Medical Team / individual Consultant, taking action as appropriate.
- Responsible for monitoring and tracking women through the pathway identifying and escalating where processes/ systems need changing to ensure quality and safety is maintained.
- Responsible for rescheduling appointments, arranging follow up appointments and referrals and appropriate action being taken to ensure co-ordination and continuity of patient pathway.
- Co-ordination of Colposopy Rota ensuring any requests for clinic cancellations for leave are actioned in a timely manner, relevant departments are informed and clinical commitments altered accordingly ie. theatre/outpatient clinic scheduling.
- Works in close liaison with other secretaries and the Medical Team within the Specialty to promote a team approach.
- Establish and maintain effective filing and other administrative systems.
- Participates in providing adequate cover as and when necessary in conjunction with other secretaries in the Team for sickness, training and annual leave.
- Co-ordinate and facilitate any requests for data entry/collection required at service level.
- Ensure case notes and other information is made available to support service delivery ie coding, medical reports.
- Contribute to service improvements in conjunction with Line Manager/Medical Team and implement standard operating procedures.
- Facilitate a culture of service innovation and change with the support and direction from the Team Manager.
- Such duties at a comparable level of responsibility associated with the work of the post and which may vary from time to time.
- Establish links with The Central Patient Booking Service, Bookings Clerk at Westwood Park and the Fast track team.
Job description
Job responsibilities
The jobholder will be responsible for provision of a wide range of secretarial and administrative duties related to patient pathway management, including processing of referrals, ensuring appropriate action is taken: audio transcription and word processing of clinical letters, reports and other correspondence as required by the Clinical Teams.
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
- Responsible for the management of all patients within the Specialty in accordance with the Trusts Access Policy and other National/Local targets ie. Cancer, RTT, non-applicable.
- Provide information on a weekly basis to the Team Manager to support the Divisional and Trust- wide Performance/Access meetings.
- To effectively and efficiently administer and maintain accurate data within all relevant IT systems. The systems could include EPR and/or other local IT systems.
- Manage and prioritise own workload using own initiative and ensuring deadlines are met. Working to agreed national/local timescales e.g. waiting times, cancer etc.
- Co-ordinates a secretarial service which includes including filing, shorthand/audio typing, ad hoc correspondence use of e-mail, faxing, photocopying, dealing with mail and ordering stationery supplies.
- Support and guide the medical secretaries in acting as the point of contact with responsibility for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, other health professionals and staff within and external to the Trust.
- Point of contact for challenging/sensitive telephone enquiries from staff, patients, relatives, patients legal representatives, General Practitioners, Nursing staff, Consultants and external organisations and dealing with such enquiries in a constructive and sympathetic manner taking action as appropriate or referring to the appropriate person where necessary and re-routing these calls when required.
- Responsible for tracking and seeking all investigation/test results and bringing abnormal/urgent results to the attention of the Medical Team / individual Consultant, taking action as appropriate.
- Responsible for monitoring and tracking women through the pathway identifying and escalating where processes/ systems need changing to ensure quality and safety is maintained.
- Responsible for rescheduling appointments, arranging follow up appointments and referrals and appropriate action being taken to ensure co-ordination and continuity of patient pathway.
- Co-ordination of Colposopy Rota ensuring any requests for clinic cancellations for leave are actioned in a timely manner, relevant departments are informed and clinical commitments altered accordingly ie. theatre/outpatient clinic scheduling.
- Works in close liaison with other secretaries and the Medical Team within the Specialty to promote a team approach.
- Establish and maintain effective filing and other administrative systems.
- Participates in providing adequate cover as and when necessary in conjunction with other secretaries in the Team for sickness, training and annual leave.
- Co-ordinate and facilitate any requests for data entry/collection required at service level.
- Ensure case notes and other information is made available to support service delivery ie coding, medical reports.
- Contribute to service improvements in conjunction with Line Manager/Medical Team and implement standard operating procedures.
- Facilitate a culture of service innovation and change with the support and direction from the Team Manager.
- Such duties at a comparable level of responsibility associated with the work of the post and which may vary from time to time.
- Establish links with The Central Patient Booking Service, Bookings Clerk at Westwood Park and the Fast track team.
Person Specification
Experience
Essential
- Previous Medical Secretarial Experience
- Experience in developing and implementing administrative systems, processes and procedures
- Experience of dealing with people at all levels in a variety of situations, some of which could be sensitive, distressing or emotional
Skills
Essential
- Excellent keyboard skills
- Audio typing
- Excellent Interpersonal skills
- Literacy and Numeracy skills
- Excellent verbal and written communication skills
- Excellent organisational and time management skills
- Ability to manage and prioritise a diverse workload, work without direct supervision, use own initiative, and work to tight deadlines
- Able to deal with sensitive/confidential issues on a daily basis
- Professional telephone manner
- Excellent people management skills
- Able to work as part of a multi-disciplinary team
- Ability to achieve thoroughness and accuracy when accomplishing a task
Desirable
Knowledge
Essential
- Understanding of Information Governance and Confidentiality
- Understanding of equality and diversity issues and how this affects patients, visitors and staff
- Understanding of what the NHS Constitution means to you, and your responsibilities to the public, patients and colleagues.
- Excellent knowledge and understanding of Microsoft Office packages, including Excel and Power-point, internet, e-mail etc...
- Knowledge of Patient Administration System (or equivalent system)
- Knowledge of Medical Terminology
- Knowledge of National 18 week RTT guidance and patient pathway management, including Cancer pathways/targets
Qualifications
Essential
- Educated to GCSE standard*
- Vocational qualification level 3 or equivalent
- An appropriate speed and accuracy of typing is required for this role and this will be assessed at interview
Desirable
- Medical Secretary Diploma
- Advanced secretarial qualifications
Person Specification
Experience
Essential
- Previous Medical Secretarial Experience
- Experience in developing and implementing administrative systems, processes and procedures
- Experience of dealing with people at all levels in a variety of situations, some of which could be sensitive, distressing or emotional
Skills
Essential
- Excellent keyboard skills
- Audio typing
- Excellent Interpersonal skills
- Literacy and Numeracy skills
- Excellent verbal and written communication skills
- Excellent organisational and time management skills
- Ability to manage and prioritise a diverse workload, work without direct supervision, use own initiative, and work to tight deadlines
- Able to deal with sensitive/confidential issues on a daily basis
- Professional telephone manner
- Excellent people management skills
- Able to work as part of a multi-disciplinary team
- Ability to achieve thoroughness and accuracy when accomplishing a task
Desirable
Knowledge
Essential
- Understanding of Information Governance and Confidentiality
- Understanding of equality and diversity issues and how this affects patients, visitors and staff
- Understanding of what the NHS Constitution means to you, and your responsibilities to the public, patients and colleagues.
- Excellent knowledge and understanding of Microsoft Office packages, including Excel and Power-point, internet, e-mail etc...
- Knowledge of Patient Administration System (or equivalent system)
- Knowledge of Medical Terminology
- Knowledge of National 18 week RTT guidance and patient pathway management, including Cancer pathways/targets
Qualifications
Essential
- Educated to GCSE standard*
- Vocational qualification level 3 or equivalent
- An appropriate speed and accuracy of typing is required for this role and this will be assessed at interview
Desirable
- Medical Secretary Diploma
- Advanced secretarial qualifications
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
