Job summary
The Radiology Department at The Christie NHS Foundation Trust are looking to recruit an enthusiastic, self-motivated, and approachable individual to join our secretarial / PA team.
The post holder will provide full PA and secretarial support to named Consultant Radiologists, ensuring a high standard of secretarial duties are maintained and deadlines are met, with communications and queries dealt with in a timely fashion.
The successful candidate should have previous secretarial experience in a similar environment with a good knowledge of IT with good organisational and communication skills, be enthusiastic and committed to helping deliver a high-quality service. The candidate should be hard-working and capable of working on their own initiative as well as enjoy working as part of the team to maintain a high standard of service.
Main duties of the job
To provide full PA and secretarial support to named Consultant Radiologists, ensuring a high standard of secretarial duties are maintained and deadlines are met, with communications and queries dealt with in a timely fashion.
To provide a general secretarial service to staff within the Department of Diagnostic Radiology, including the Radiology Services Manager, Directorate Operations Managers, Secretarial & Clerical Team Leader and Clinical Specialists, for example arranging and taking minutes of meetings, assisting with audit activities, departmental rotas and co-ordinating staff induction and training as required
To undertake a variety of secretarial duties required in a demanding and challenging department.
About us
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
- Liaise closely with named Consultant Radiologists, acting on matters that can be dealt with without further reference.
- Organize and schedule meetings using Outlook/ Microsoft Teams to fit with other standing diary commitments, maintaining an up-to-date diary.
- Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.
- Type dictated letters and send appropriately as per the consultant radiologist requests.
- Organise and prepare for the consultant radiologists appraisals using the Equiniti system.
- Responsible for organising and preparing in-house radiology meetings e.g. Quality Improvement meetings, Interesting cases and lectures presented by the radiologists.
- Responsible for organising and arranging lectures, meetings and conferences, such as NW Onco-radiological meetings.
- Responsible for arranging National and International travel arrangements/accommodation for own Consultants and visiting delegates.
- Support and assist Consultant Radiologist in undertaking research projects, initialising searches, gather and collate information, typing manuscript and proof-reading draft to final of publication, i.e. books, journals and manuals.
- Preparing presentations, using PowerPoint, for lectures, meetings and conferences.
- Answer telephone and face-to-face enquiries from the Royal College of Radiologists, Medical Staff and other Secretaries from both within and without the Hospital, patients and their relatives and company representatives.
- Minuting of meetings, such as Departmental sub-group meetings, quarterly Departmental meeting, NW Regional meeting, protocol, audit and research meetings, producing and disseminating minutes.
- When required, responsible for the accurate input and audio-transcription of lengthy and technically complicated radiological dictation onto the Radiology Management System, and ensure the timely dissemination of reports in order for the referring clinician to treat the patient.
- Liaise with other Trust departmental staff as necessary to implement necessary actions to eliminate delays in issuing of radiology reports within the CRIS system.
- Provide information required to support the investigation of litigation cases.
- Assisting Radiological Clinical Tutor to the Department coordinating Radiology Specialist Trainee placements, appraisals and assessments through correspondence and confidential filing of documentation, assessment and appraisal forms.
- Responsible jointly with the named Consultant Radiologist for the organising and production of the monthly Radiologists rota, ensuring all radiology sessions are covered. Also organise Consultant on-call, multi-disciplinary team rotas and rotas at other centres, e.g. - Wilmslow Hospital, updating these on the intranet when necessary.
- Use of Careflow, Clinical Web Portal (CWP) and Computed Radiology Information System (CRIS) patient administration systems, ensuring accurate input of patient details, including routine use of case note tracking system.
- Liaising with Consultant Radiologists and Nuclear Medicine Team for relevant signatures on correspondence and application forms for licensing of radioactive substances and products (ARSAC).
- Responsible for verifying leave absences, documenting this electronically and recording sickness and study leave for Consultants and Specialist Trainee Radiologists.
- Contribute towards the induction and training of new staff within the department as and when required.
- Undertake and participate in audits within area of work, identifying areas for improvement and presenting conclusions and recommendations at meetings.
- Work with Consultants, Managers and Administrative Staff to review working practices, identify new and improved ways of working, problem solving and contribute to decision making. Also work with the Secretarial and Clerical Team Leader, to improve the quality and range of services.
- Provide support to other Departmental staff, e.g. Clinical Director, Radiology Manager and Principal Radiographer, Audit Co-ordinator, Clinical Specialists and Society of Radiographers Representative.
- Coordinate and record clinical trial information needed by Consultant and arrange scans for clinical trial patients performed at other centres.
- Ordering and stocking of departmental stationary.
- Responsible for reporting issues to Estates.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
- Liaise closely with named Consultant Radiologists, acting on matters that can be dealt with without further reference.
- Organize and schedule meetings using Outlook/ Microsoft Teams to fit with other standing diary commitments, maintaining an up-to-date diary.
- Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.
- Type dictated letters and send appropriately as per the consultant radiologist requests.
- Organise and prepare for the consultant radiologists appraisals using the Equiniti system.
- Responsible for organising and preparing in-house radiology meetings e.g. Quality Improvement meetings, Interesting cases and lectures presented by the radiologists.
- Responsible for organising and arranging lectures, meetings and conferences, such as NW Onco-radiological meetings.
- Responsible for arranging National and International travel arrangements/accommodation for own Consultants and visiting delegates.
- Support and assist Consultant Radiologist in undertaking research projects, initialising searches, gather and collate information, typing manuscript and proof-reading draft to final of publication, i.e. books, journals and manuals.
- Preparing presentations, using PowerPoint, for lectures, meetings and conferences.
- Answer telephone and face-to-face enquiries from the Royal College of Radiologists, Medical Staff and other Secretaries from both within and without the Hospital, patients and their relatives and company representatives.
- Minuting of meetings, such as Departmental sub-group meetings, quarterly Departmental meeting, NW Regional meeting, protocol, audit and research meetings, producing and disseminating minutes.
- When required, responsible for the accurate input and audio-transcription of lengthy and technically complicated radiological dictation onto the Radiology Management System, and ensure the timely dissemination of reports in order for the referring clinician to treat the patient.
- Liaise with other Trust departmental staff as necessary to implement necessary actions to eliminate delays in issuing of radiology reports within the CRIS system.
- Provide information required to support the investigation of litigation cases.
- Assisting Radiological Clinical Tutor to the Department coordinating Radiology Specialist Trainee placements, appraisals and assessments through correspondence and confidential filing of documentation, assessment and appraisal forms.
- Responsible jointly with the named Consultant Radiologist for the organising and production of the monthly Radiologists rota, ensuring all radiology sessions are covered. Also organise Consultant on-call, multi-disciplinary team rotas and rotas at other centres, e.g. - Wilmslow Hospital, updating these on the intranet when necessary.
- Use of Careflow, Clinical Web Portal (CWP) and Computed Radiology Information System (CRIS) patient administration systems, ensuring accurate input of patient details, including routine use of case note tracking system.
- Liaising with Consultant Radiologists and Nuclear Medicine Team for relevant signatures on correspondence and application forms for licensing of radioactive substances and products (ARSAC).
- Responsible for verifying leave absences, documenting this electronically and recording sickness and study leave for Consultants and Specialist Trainee Radiologists.
- Contribute towards the induction and training of new staff within the department as and when required.
- Undertake and participate in audits within area of work, identifying areas for improvement and presenting conclusions and recommendations at meetings.
- Work with Consultants, Managers and Administrative Staff to review working practices, identify new and improved ways of working, problem solving and contribute to decision making. Also work with the Secretarial and Clerical Team Leader, to improve the quality and range of services.
- Provide support to other Departmental staff, e.g. Clinical Director, Radiology Manager and Principal Radiographer, Audit Co-ordinator, Clinical Specialists and Society of Radiographers Representative.
- Coordinate and record clinical trial information needed by Consultant and arrange scans for clinical trial patients performed at other centres.
- Ordering and stocking of departmental stationary.
- Responsible for reporting issues to Estates.
Person Specification
Qualifications
Essential
- oA comprehensive secondary education (including GCSE (or equivalent) in English Language and Maths).
- oRSA/OCR Stage II (or equivalent experience) in typing/text transcription
Desirable
- oAMSPAR Diploma.
- oECDL
- oExperience of additional relevant qualifications
Experience
Essential
- oPrevious medical secretarial/clerical experience in a similar environment.
- oExperience of working with different IT systems
Desirable
- oPrevious experience working in a radiology department
- oPrevious experience working in the NHS.
Skills
Essential
- oAudio/copy typing.
- oWord processing - ability to produce accurate, well presented documents.
- oGood organisational ability in order to meet deadlines.
- oExcellent communication skills.
Desirable
- oAble to use Microsoft Office applications.
- oMinute taking
Knowledge
Essential
- oSound knowledge of medical terminology.
- oExperience of managing multiple electronic calendars
Desirable
- oKnowledge of radiological terminology
- oGood understanding of maintaining electronic calendars
Values
Essential
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- oAbility to work under pressure both on own and as part of a team.
- oAbility to use own initiative.
- oReliability and confidentiality
- oAbility to be flexible in work.
Desirable
- oWilling to attend training courses
Person Specification
Qualifications
Essential
- oA comprehensive secondary education (including GCSE (or equivalent) in English Language and Maths).
- oRSA/OCR Stage II (or equivalent experience) in typing/text transcription
Desirable
- oAMSPAR Diploma.
- oECDL
- oExperience of additional relevant qualifications
Experience
Essential
- oPrevious medical secretarial/clerical experience in a similar environment.
- oExperience of working with different IT systems
Desirable
- oPrevious experience working in a radiology department
- oPrevious experience working in the NHS.
Skills
Essential
- oAudio/copy typing.
- oWord processing - ability to produce accurate, well presented documents.
- oGood organisational ability in order to meet deadlines.
- oExcellent communication skills.
Desirable
- oAble to use Microsoft Office applications.
- oMinute taking
Knowledge
Essential
- oSound knowledge of medical terminology.
- oExperience of managing multiple electronic calendars
Desirable
- oKnowledge of radiological terminology
- oGood understanding of maintaining electronic calendars
Values
Essential
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- oAbility to work under pressure both on own and as part of a team.
- oAbility to use own initiative.
- oReliability and confidentiality
- oAbility to be flexible in work.
Desirable
- oWilling to attend training courses
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.
