Support Secretary

Job description

Job responsibilities

Professional

To demonstrate a professional approach to work and promote positive relationships with other departments with a multidisciplinary approach To maintain confidentiality at all times in line with Trust and Data Protection policies; To be aware of and comply with all requirements for Health & Safety procedures and ensure Trust policies and procedures relevant to the area of practice are adhered to.

Administration

Work collaboratively with the Medical and Secretarial team to provide a seamless service which is responsive to individual patient needs.

Triage incoming calls using good communication skills and basic clinical awareness, liaising as appropriate when non routine, and refer complex decisions to the Medical Team for assessment and review. Type clinical correspondence, treatment summaries and annotations, ensuring compliance with turnaround time/ targets and ensure that instructions are followed/ referred to the PA/Medical Secretary or medical team as appropriate. Ensure accurate input of patient details when entering data on to information databases and Patient Administration System (Medway), including routine use of case note tracking system. Ensure all relevant information is available for multi-disciplinary meetings, Coordinate case notes and reports where necessary.

Liaise with all members of the extended MDT to aid facilitation of a collaborative approach to the care of the patient.

Closely liaise with the CNS teams

Liaise with internal and external departments to ensure clinical investigations and procedures are correctly dealt with when requested by the CNS.

Highlight potential delays in investigations, throughout the patient pathway and escalate appropriately to Medical, Secretarial and Management teams

Contribute to the compliance of all patient pathway targets.

Ensure appropriate databases are regularly updated.

Ensure electronic, faxed, verbal communication is sent to referring centres in a timely manner.

Work with clinicians, nurses, managers and administrative staff to review working practices, identify new improved ways of working and find solutions to problems.

Support cover to Secretary in their absence

GOVERNANCE

Maintain systems and processes to establish and maintain effective communication, and confidentiality of information; Assist with the maintenance of systems and processes to continually monitor standards, e.g. benchmarking, audit, and implement action plans to improve quality of services; Support the Surgery and Cancer Division to ensure that lessons are learnt from issues arising from risk, reports, complaints etc. and that they are promptly and positively addressed; Contribute to the development and implementation of policies, procedures and guidelines related to own service; Ensure compliance with Trust policies, procedures and guidelines, taking action / alerting the Divisional Senior Management Team if practice appears to contravene policy, or if concerned about any aspect of patient care.

EDUCATION/LEARNING

Take responsibility for own learning and development by recognising and taking advantage of all opportunities to learn, including full participation in personal development review (PDR), supervision, action learning and by maintaining a professional/personal portfolio of learning; Assist with systems and processes to ensure that learning needs are identified and met and that all learning is planned, implemented, evaluated and shared in order to change and improve services according to changing health care needs.

Person Specification

Qualifications

Essential

• Secondary-level education GCSE, Maths and English at C-grade or above, or equivalent

Desirable

• Undertaking or achieved AMSPAR Full Diploma or equivalent qualifications

Experience

Essential

• RSA/OCR typing/text transcription Stage II or equivalent experience

Desirable

• European Computer Driving License or equivalent

Skills

Essential

• Minimum 6 months previous clerical and /or secretarial experience

Desirable

• Knowledge of NHS computer systems.

Knowledge

Essential

• Experience of working with IT office packages

Desirable

• Experience of working in a hospital setting.

Values

Essential

• Awareness of the need for confidentiality in accordance with Data Protection Act and national / local guidelines

Desirable

• Experience of working with multi-disciplinary teams.

Other

Essential

• Understanding of medical terminology.

Desirable

• Understanding of medical terminology.

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.

Employer details

Employer name

The Christie NHS FT

Address

Surgery - E00350

Manchester

M20 4BX

Employer's website

https://www.christie.nhs.uk/ (Opens in a new tab)