Support Medical Secretary

Job Summary

Working as part of a team to provide secretarial support to the medical workforce.

Typing of clinical correspondence using digital communication methods.

Working across all specialties (ODGH/SDGH) to ensure timely dispatch of information.

Provide support to the medical secretary as required. The post holder will carry out the duties in such a way as to make a direct and positive contribution to the organisation of the work and so assist the medical secretaries in maximising the most effective use of their time.

We use digital dictation systems and full training will be given to the successful candidate.

Main duties of the job

Typing of clinical correspondence using digital/audio systems.

Work across both medical and surgical specialties to ensure typing targets are met.

Provide support to the medical secretaries as required. The post holder will carry out the duties in such a way as to make a direct and positive contribution to the organisation of the workload.

About Us

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.

We strongly believe that the communities we serve should all have access to Five Star Patient Care.

Job Description

Main Duties & Responsibilities

1. Typing clinical and non-clinical correspondence and reports including the transcription and management of audio sources (eg, digital dictation). Correspondence should be sent via electronic methods unless there is an enclosure which is not capable of being sent electronically. There is frequent indirect exposure to distressing or emotional situations in this clinical correspondence.
2. Support the achievement of Key Performance Indicators (KPIs) for medical secretary service, eg, ensuring dictation and clinical correspondence is produced in a timely manner in line with CCG requirements.
3. Use initiative to manage and prioritise workload in liaison with Medical Secretary Manager while dealing with competing demands.
4. Ensure own time is planned to meet commissioned targets of clinic letters reaching GPs.
5. Ensure the timely dispatch of all relevant information to other medical staff and external organisations in relation to the locally agreed requirements.
6. Using own judgement, deal with enquiries from patients, GPs, other hospital departments, often of a sensitive or distressing nature, both face-to-face and by telephone, where necessary escalating more complex issues.
7. When necessary, provide general clerical support as directed by the Medical Secretaries / Medical Secretary Managers.
8. Access the computerised Patient Administration System (CareFlow) for relevant patient details, updating patient records as necessary.
9. To ensure confidentiality and safe custody of patient case notes, and ensure any remaining paper filing for electronic case notes is processed appropriately.
10. Photocopying, filing and distribution of mail within the department in liaison with the clerical officers at the request of the Medical Secretaries.
11. Liaison with the Appointments department to arrange outpatient appointments at the request of the Consultant or Medical Secretaries within the team.
12. Retrieve radiology and pathology results from core clinical systems.
13. Co-operate in the introduction of new technology as it may apply.
14. The post holder may be expected to rotate across a range of specialties and sites (as workload is not solely allocated to one specialty).
15. The post holder will be expected to carry out any other duties as directed by the Medical Secretary Manager.
16. To assist, where appropriate, in the provision of cover for other colleagues during absences.
17. Assist in the orientation of new members of staff by demonstrating own duties.
18. Make economical use of supplies, ensuring office has adequate reserves.

The above does not purport to be an exhaustive list of duties, but it is intended to indicate the type and range of responsibilities involved. The job content will be reassessed periodically. The content will be discussed with the post holder during such a review.

Private work may be undertaken by individual arrangement with Medical Staff, but should not be done during NHS working hours and must be declared to the Medical Secretary Manager.

Person Specification

Qualifications Essential

• NVQ III or equivalent experience
• RSA II / III Typing or Word Processing
• Knowledge of medical terminology
• Audio typing

Knowledge & Experience Essential

• Previous secretarial experience with knowledge of secretarial/administrative procedures and systems
• Previous Medical Secretary experience
• Knowledge of Data Protection

Skills Essential

• Able to communicate effectively with a wide range of people, both internal and external
• Ability to work as a member of a team
• Excellent interpersonal skills
• Flexible working approach
• Ability to plan and organise own workload to meet targets
• Customer Service skills

Other Essential

• Committed to self-development to meet the requirements of the role
• Ability to concentrate for prolonged periods when transcribing medical audio dictation in a predictable work pattern
• Ability to deal with distressed patients or relatives when answering telephone
• Ability to cope with frequent indirect exposure to distressing or emotional situations in content of clinical correspondence
• Continuous use of computer / keyboard
• Use of trolleys to transport case notes
• Continuous use of VDU
• Working in an office environment

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
Mersey and West Lancashire Teaching Hospitals NHS Trust

Address
Ormskirk Hospital
Wigan Road
Ormskirk
L39 2AZ

Employer's website
https://www.merseywestlancs.nhs.uk/