Medical Secretary (XN04)
| Posting date: | 26 September 2024 |
|---|---|
| Salary: | £26,530.00 to £29,114.00 per year |
| Additional salary information: | £26530.00 - £29114.00 a year |
| Hours: | Full time |
| Closing date: | 17 October 2024 |
| Location: | Leeds, LS1 3EX |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9298-CHI-0304 |
Summary
1. Job Details Job Title: Senior Medical Secretary / PA Reports to: Patient Service Coordinator Accountable to: Business Manager Band: 4 Directorate: Childrens Location: Leeds General Infirmary 2. Job Purpose To provide a consistent and high-quality Personal Assistant (PA) service to a group of Clinicians and their teams while supervising the provision of a comprehensive medical secretarial service by a group of staff. The Senior Medical Secretary will have oversight of the referral to treatment time pathway for their consultants patients ensuring they are managed efficiently and effectively through their agreed clinical pathways and where it is not possible that the correct escalation procedures are followed. 3. Organisation chart Business Manager Patient Services Coordinator Senior Secretary Assistant PSC Team Medical Secretaries/Team Clerical Support 4. Knowledge, Skills and Experience Required Qualifications Audio typing/Word Processing Skills (RSA III) or equivalent experience (desirable) GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2 qualification) English and Maths (essential) ECDL (desirable) Experience At least two years experience in a healthcare environment in a PA-based role or the equivalent experience as a Team Medical Secretary Co-ordinating and managing a team workload; delegating and prioritising tasks as required to allow for the delivery of a high-quality service for patients while at times adhering to tight deadlines. Where not readily available the post holder will be expected to acquire the relevant skills associated with this duty within six months of commencing their post. (essential) Using Trust systems to track and update patient journeys e.g. PAS/PPM/results and liaising with a wide range of hospital or primary care staff to ensure appropriate communication has taken place keeping all relevant groups informed of the patients journey. (desirable) The ability to understand and use simple Trust reports e.g. 18-week or other waiting time tracking (PTL) reports and to interpret data to allow clinical and national priorities to be met. (desirable) An understanding of the principles of data quality to ensure that work generated within the Department is of a high standard, accurate and timely. (essential) Using a variety of Microsoft office packages including word, excel and PowerPoint and e-mail (essential) Using patient information systems such as PAS (essential) and other relevant systems such as PPM (desirable) or in specific cases e.g. Oncology & Physics Mosaic (desirable). Managing multiple and complex diary schedules to provide a service that meets demand (essential) Organising and administrating meetings including the ability to take minutes (essential) Organising travel (desirable) Skills & Knowledge The candidate must demonstrate excellence and ability within the following areas: Interpersonal and communication skills (essential) Organisational skills and time management (essential) Patient focus applied to all areas of work (essential) Supervisory skills to support and manage the workload of a small group of staff. Where not readily available the post holder will be expected to acquire the relevant skills associated with this duty within six months of commencing their post. (essential) The ability to work as part of a team (essential) Ability to deal with patients/customers either face to face, or over the phone in an appropriate and supportive manner (essential). Ability to communicate sensitively with a wide range of people including patients, using tact and diplomacy (essential) Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information (essential). A detailed understanding of a wide range of policies to include the Trusts complaints procedure, National Waiting Time Standards and associated processes e.g. 5-day turnaround of clinical correspondence, 18 week wait for patients (essential). The ability to use different Trust IT systems (PAS, PPM, results server) to make an assessment of where a patient is in their journey taking corrective measures where necessary to ensure the patients next steps are appropriately booked (essential). An understanding of medical careers and rotation to support the clinical team in meeting their teaching and training requirements for junior medical staff where required (desirable). 5. Core Values This is a senior secretarial role and as such the individual will be expected to work independently as well as part of a team. The individual should be patient focused, professional and flexible in their approach to work. 6. Core Knowledge and Understanding See Knowledge/Skills and Experience above. Principal duties and areas of responsibility The post-holder will: a. Provide a wide-ranging PA service to a group of clinicians (the number of which will be determined by Departmental requirements and the job plan commitments of the clinical team concerned). b. For the group of consultants responsible for, manage the flow of patients ensuring tests and/or appointments are booked within the necessary timescales escalating potential for delays to the PSC/Business Manager to ensure that prompt action is taken at all times in order to support strategic capacity/demand planning for the Organisation. c. At the request of the PSC and where relevant, undertake investigation for informal PALS complaints. d. Co-ordinate and transcribe/process responses to formal patient complaints together with the clinician ensuring that investigation outcomes are generated within the timeframe agreed with the patient. e. Coordinate and supervise the day-to-day activities and workload of a small team of medical secretaries (and work closely with relevant PSC/Assistant PSCs as appropriate) and any supporting clerical staff. f. Support the Team Medical Secretaries to ensure that service provision meets relevant quality standards. g. Be the departmental super-user/system administrator for speech recognition and digital dictation h. Take a lead in developing new systems and processes to support on-going service delivery and the maintenance of a high quality service for the patients of Leeds and beyond. Senior Medical Secretary role In managing diaries for the clinical team the post holder will be expected to co-ordinate the cancellation or alternative provision of outpatient activity ensuring the communication meets Trust targets where appropriate and escalating to the PSC/Business Manager in cases where the cancellation of clinical activity may prevent national targets from being met. Supervise a small team of medical secretaries, and related clerical support staff, including the allocation of work and the organisation of daily departmental cover. Managing and prioritising departmental workload on a day-to-day basis. On a regular basis to review relevant waiting time reports (e.g.18-week reports) for the Consultants responsible for ensuring in all cases that the next steps for the patient are identified and booked. Where this is not possible to liaise with the Business Manager/PSC for appropriate action to be undertaken. To support the clinical teams in the delivery of excellent patient care by actively working with colleagues and other Departments to ensure that all patients registered within the service are proactively supported through their patient journey (This would include but is not limited to: liaising with the relevant MDT teams about fast track patients and escalating clinically urgent patients to the relevant staff groups for action where required). Ensuring all phone calls are answered within the department during core office hours Opening and dealing with departmental post and allocating resulting work to appropriate staff. Monitoring turnaround times for clinical correspondence and taking corrective action as required, in conjunction with the assistant PSC/PSC, in order to meet 5-day turnaround standard. Participate in yearly appraisals for the team medical secretaries together with the PSC/Business Manager to support on-going staff development Providing PSC/Business Manager and Consultant staff with relevant information relating to administrative service. Take minutes at secretarial staff meetings and attending other administrative meetings as required. Undertake duties required as the administrator and super user for the digital dictation/speech recognition system including identifying new workflows, updating workflows as required, and providing general advice on the system to team secretaries. Responsible for ensuring office equipment is in working order and office supplies are maintained and replenished. PA/Administrative Support (non clinical) to Consultant/Clinical Team Provide a comprehensive PA service to the Clinical Director/Lead Clinician and other medical colleagues. Provide administrative support to Clinical Nurse Specialists where appropriate. Support clinicians with their teaching and research portfolios by organising regular meetings with trainees, supporting in the writing of research materials and organising meetings and conferences as and when required. This includes but isnt limited to providing support to academic, educational, research and supervisory roles. Taking phone calls and covering departmental phones when required. Deal directly with patient enquiries on behalf of consultant/clinical team. Co-ordination of annual leave for consultants, liaising with the Business Manager for approval and then completing the necessary documentation to organise the cancellation of outpatient activity as required.