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Medical Secretary Lead | Guy's and St Thomas' NHS Foundation Trust

Posting date:	12 July 2024
Salary:	Not specified
Additional salary information:	£30,279 - £33,116 Per Annum
Hours:	Full time
Closing date:	11 August 2024
Location:	London, SE11 4TH
Company:	Guys and St Thomas NHS Foundation Trust
Job type:	Permanent
Job reference:	6462176/196-AC470

Summary

We are looking for an enthusiastic and hard-working Medical Secretary Lead to work within the Community Paediatrics Service, specifically working on our Movement Assessment Clinic (MAC) and Coordination Clinic. The service runs Mon-Fri, 09:00-17:00, taking direct referrals from GPs, hospitals, schools, social workers and other healthcare professionals and queries.

A dynamic team of highly skilled Paediatricians provide care for children across Lambeth. One of the main responsibilities for the post holder will be organising the booking of specialised clinics for MAC and Coordination clinic, providing admin support to 3 consultants

Please Note: Vacancy may close early due to high numbers of applications

The Medical Secretary Lead is accountable to the Assistant Service Manager, Service Manager & works closely with the clinic leads. This role has responsibility for the day-to-day organisation of clinical services in accordance with agreed objectives, targets, quality standards, controls and resource constraints.

The post holder will also work closely with the Community Paediatrics and Vulnerable children's Team to ensure we are delivering high quality care to our patients.

Evelina London is part of Guy's and St Thomas' NHS Foundation Trust and we are responsible for providing services for women and children. With over 3,000 dedicated staff, and led by an Executive Team and Board, we have significant devolved autonomy to focus operationally and strategically upon the needs of our patients. We also benefit from being part of a large and successful NHS foundation trust, whose values we share. We have an ambitious strategic development programme, with backing from Guy’s and St Thomas’.

Every year, the number of children and young people Evelina London cares for, in hospital and in the community, continues to grow. We provide comprehensive health services from pre-conception, before birth, throughout childhood and into adult life. Evelina London is here for children, young people and women from London to South East England, and provides specialist care for families around the UK and across the world.

As the only NHS Trust in London with women’s and specialist children’s services on one site we have unique opportunities to provide excellent, high-quality, integrated care for mothers, babies and children. We operate through four clinical directorates: Neonatology and Medical Specialties, Surgical Services, Theatres and Paediatric Intensive Care, Children’s Community Services and Women’s Services.

Duties and Responsibilities

The duties and responsibilities listed below are representative of the Medical Secretary Lead role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service.



Please see job description document for further details



Secretarial/PA responsibilities



· Work as a team leader, providing a comprehensive secretarial/administration service to a number of consultants, clinicians and specialist nurses in respect to their general medical duties and specialist work.

· Type all clinical letters, which may include those of a distressing or emotional nature, as well as discharge summaries or other relevant correspondence and documents are required.

· Take audio dictation following outpatient clinics and produce letters/reports in accordance to national and local timescales.

· Prioritise incoming correspondence, ensuring that it is promptly dealt with by the appropriate member of staff.

· Prepare acknowledgement letters and draft responses as required.

· Ensure patient documents and medical health records are filed regularly and accurately and are available for all clinical episodes.

· Maintain and update diaries of medical staff and arrange meetings and venues when appropriate.

· Arrange and plan meetings and conferences, and take, transcribe and distribute accurate notes as required.

· Plan and co-ordinate specific functions and diary events involving liaison with individuals and organisations, both internal and external to the Trust.

· Prepare and edit presentations, articles and other material as required.

· Maintain and utilise department and Trust information systems and databases and ensure the accuracy of information held on the Patient Information Management System (PiMS).

· Use Trust administration systems to access patient information and clinical data.

· Receive and collate reports of investigations such as blood tests, x-rays and further medical opinions and ensure that all necessary reports are assembled before the next clinical appointment of patient.

· Check stocks of stationery in the department and order supplies as necessary.

· Provide support for projects as required.

· Act independently, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed timeframes.

· Regularly review the service provided to patients to ensure that it is both appropriate and of the highest quality and to actively take part in initiatives designed to improve the service provided alongside the Service Manager.

· Undertake any other duties commensurate to the grade required to ensure the smooth and efficient running of the office.

Communication

· Manage and answer all telephone calls related to the service in a courteous and tactful manner to ensure that patients and visitors are communicated with effectively, patient focus is maintained and problems are dealt with promptly and efficiently.

· Deal with stressful situations that may arise when dealing with patients who are anxious or distressed using tact and diplomacy at all times.

· Provide information and advice to patients and relatives about service administration and appointments.

· Handle confidential patient information and material in a sensitive and discrete fashion, in compliance with Trust policy and procedure.

· Communicate with other secretaries within the hospital regarding patients’ medical notes, clinic letters and outcomes.



Policy

· Ensure the effective and efficient implementation of Trust policies and procedures.

· Provide comments and suggestions on policies and protocols within own work area.

· Assist in providing cross-cover for other secretaries in the Directorate to ensure continuity of service to consultant, medical staff, service users and patients.


This advert closes on Monday 29 Jul 2024