Job summary
** Previous applicants need not apply **
An exciting opportunity has arisen for an experienced Medical Secretary/Personal Assistant to join the Haematology Oncology team on a fixed term basis for 6 months to cover maternity leave.
You will provide full secretarial and PA support to the Consultant(s) and their team, ensuring a satisfactory standard of secretarial duties are maintained and deadlines are met. Maintain a high standard of service to meet patient needs, keep accurate, up-to-date records and ensure the smooth running of clinics. You will be enthusiastic, flexible, willing to learn, eager to play an effective part in a busy team environment and be able to use your own initiative.
You will be able to organise and prioritise your own workload and balance this with the demands of this diverse and varied role, with the ability to work to tight deadlines.
The role will work on site in line with service needs.
Essential qualifications include RSA / OCR typing / text transcription Stage III, along with a good working knowledge of Microsoft Office packages. You will have previous medical secretarial experience in a similar environment and proven audio typing skills (60 wpm).
Main duties of the job
- Liaise closely with all Consultants in your area of responsibility to provide a full secretarial service, including typing, dealing with queries from patients, relatives and colleagues from within and outside the Trust, scanning and maintaining case notes.
- Diary management for the consultant/s.
- Provide secretarial service to the junior doctors and nurse clinicians within the team, as above.
- Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.
- Organise and schedule consultant meetings and maintain an up-to-date diary for appointments, meetings and interviews.
- 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 the consultant only when necessary.
- Liaise with internal and external departments to arrange clinical investigations/procedures.
- Ensure accurate input of patient details when entering data onto information databases and Patient Administration System (CareFlow).
- Receive new patient referrals and ensure timely registration and booking of appointments - liaise with the Tracking team to ensure accurate tracking of patients in regard to cancer and non-cancer targets.
About us
ORGANISATIONAL ARRANGEMENTS
Responsible to: Assistant Service Manager
Accountable to: Deputy Service Manager/Service Manager
Responsible for: None
We are looking to recruit a highly motivated, energetic and efficient team player for Haematology & TYA Directorate.
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. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
- Liase closely with all Consultants in your area of responsibility to provide a full secretarial service, including typing, dealing with queries from patients, relatives and colleagues from within and outside the Trust, scanning and maintaining case notes.
- Diary management for the consultant/s
- Provide secretarial service to the junior doctors and nurse clinicians within the team, as above.
- Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.
- Organise and schedule consultant meetings and maintain an up-to-date diary for appointments, meetings and interviews.
- 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 the consultant only when necessary
- Liase with internal and external departments to arrange clinical investigations/procedures.
- Ensure accurate input of patient details when entering data onto information databases and Patient Administration System (CareFlow).
- Receive new patient referrals and ensure timely registration and booking of appointments liaise with the Tracking team to ensure accurate tracking of patients in regard to cancer and non-cancer targets.
- Liaise with day unit staff to ensure chemotherapy and other treatment appointments are booked appropriately.
- Manage outpatient clinic templates to ensure smooth running of clinics
- Book patient appointments
- Take minutes for Trust and departmental meetings as appropriate
- Contribute to the training of new members of staff within a given area as required.
- Ensure electronic case notes are kept up-to-date, all investigations and other material (outside results and films) are available for clinic appointments/admission.
- Type annotations and letters into the patient administration system accurately and timely, keeping to internal turnaround targets to ensure a high standard of service to referring consultants and GPs.
- Provide sickness and holiday cover for other members of the administration team, ensuring that turnaround times are maintained.
- Assist clerical staff where necessary to ensure the timely scanning of correspondence into case notes.
- Provide information required to support the investigation of litigation cases.
- Work with clinicians, managers and administrative staff to review working practices, identify new improved ways of working and find solutions to problems.
Additional Requirements
- Follow risk management procedures at all times 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.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
- Liase closely with all Consultants in your area of responsibility to provide a full secretarial service, including typing, dealing with queries from patients, relatives and colleagues from within and outside the Trust, scanning and maintaining case notes.
- Diary management for the consultant/s
- Provide secretarial service to the junior doctors and nurse clinicians within the team, as above.
- Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.
- Organise and schedule consultant meetings and maintain an up-to-date diary for appointments, meetings and interviews.
- 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 the consultant only when necessary
- Liase with internal and external departments to arrange clinical investigations/procedures.
- Ensure accurate input of patient details when entering data onto information databases and Patient Administration System (CareFlow).
- Receive new patient referrals and ensure timely registration and booking of appointments liaise with the Tracking team to ensure accurate tracking of patients in regard to cancer and non-cancer targets.
- Liaise with day unit staff to ensure chemotherapy and other treatment appointments are booked appropriately.
- Manage outpatient clinic templates to ensure smooth running of clinics
- Book patient appointments
- Take minutes for Trust and departmental meetings as appropriate
- Contribute to the training of new members of staff within a given area as required.
- Ensure electronic case notes are kept up-to-date, all investigations and other material (outside results and films) are available for clinic appointments/admission.
- Type annotations and letters into the patient administration system accurately and timely, keeping to internal turnaround targets to ensure a high standard of service to referring consultants and GPs.
- Provide sickness and holiday cover for other members of the administration team, ensuring that turnaround times are maintained.
- Assist clerical staff where necessary to ensure the timely scanning of correspondence into case notes.
- Provide information required to support the investigation of litigation cases.
- Work with clinicians, managers and administrative staff to review working practices, identify new improved ways of working and find solutions to problems.
Additional Requirements
- Follow risk management procedures at all times 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.
Person Specification
Qualifications
Essential
- A comprehensive secondary education
- RSA/OCR typing/text transcription Stage III
Desirable
- Evidence of additional relevant qualifications
- AMSPAR or equivalent qualifications
- ECDL
- Medical Shorthand
Experience
Essential
- Previous medical secretarial experience in a similar environment
Desirable
- Two years' previous experience in a hospital environment
- Experience of hospital administration system (PAS)
Skills
Essential
- Audio typing 60 wpm
- Word processing - ability to produce accurate, well presented work
- Organisational ability to work to tight deadlines
- Excellent communication skills
Desirable
- Microsoft Office
- Shorthand
- Willing to attend training courses appropriate to role
Knowledge
Essential
- Sound knowledge of medical terminology
Other
Essential
- Ability to work under pressure
- Ability to work as part of a team
- Ability to use initiative
- Ability to work flexibly
Person Specification
Qualifications
Essential
- A comprehensive secondary education
- RSA/OCR typing/text transcription Stage III
Desirable
- Evidence of additional relevant qualifications
- AMSPAR or equivalent qualifications
- ECDL
- Medical Shorthand
Experience
Essential
- Previous medical secretarial experience in a similar environment
Desirable
- Two years' previous experience in a hospital environment
- Experience of hospital administration system (PAS)
Skills
Essential
- Audio typing 60 wpm
- Word processing - ability to produce accurate, well presented work
- Organisational ability to work to tight deadlines
- Excellent communication skills
Desirable
- Microsoft Office
- Shorthand
- Willing to attend training courses appropriate to role
Knowledge
Essential
- Sound knowledge of medical terminology
Other
Essential
- Ability to work under pressure
- Ability to work as part of a team
- Ability to use initiative
- Ability to work flexibly
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.
