Job Description

To provide a comprehensive medical secretarial service to a consultant and/or group of medical staff in an efficient and timely manner.
This post is part of a professional multi-skilled team working across the administration services.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
To provide secretarial support to one or more consultants and junior medical staff and to assist in the organisation of the consultant's workload.
About us
We are looking for an enthusiastic and committed Medical Secretary to work within the Cardiology service line. The successful candidate will work as part of the secretarial team, providing administration support to the department, demonstrable typing experience is essential.
Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS at Risk staff throughout Devon who is able to display recent relevant experience as dictated by the Person Specification.
Date posted
24 February 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
xc2xa324,071 to xc2xa325,674 a year Per Annum
Contract
Permanent
Working pattern
Full-time, Flexible working
Reference number
216-SF-M7011205
Job locations
Derriford Hospital
Derriford Road
Plymouth
PL6 8DH
Job description
Job responsibilities

• Responsible for the full secretarial and administrative service to the consultant(s) and his/her medical team (where appropriate)
• Take appropriate action with regard to telephone calls from parents/carers of patients, GPs and other agencies using initiative, within broad guidelines outlined by the consultant(s)/directorate manager
• Ensure accurate messages are taken for consultant(s) team and delivered in timely manner
• Prioritise own workload
• Manage Outpatient and Diagnostic Patient Target Lists (PTLs
• Maintain an up-to-date diary for the clinical team, liaising with external and internal contacts and organisations as necessary
• Sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information
• Provide administrative support to consultant(s) in respect of work relating to Royal Colleges, teaching, research, NHS medical reports, charities and publications, including organising meetings, agendas and minutes
• Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results
• Ensure effective communication with all members of a multi-disciplinary team
• Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records when required
• Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required
• Notify relevant staff to ensure that consultant(s) and team leave is taken into consideration in the planning of in-patient and/or out-patient care and instruct absences to relevant parties
• Provide support in respect of consultants clinical audit responsibilities
• Ensure comprehensive working knowledge of iPMS as commensurate with role
• Obtain patient test results using PATH/WebPACS/CRIS system at consultant(s)/team request
• Ensure all hospital case notes are traced into and out of the department accurately on iPMS
• To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team
• To arrange for copies of scans/X-rays/angios to forward to other Trusts and hospitals
• Have a working knowledge of in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy (MGN4) and undertake patient pathway management when required
• Required to cover service line medical secretary colleagues during times of absence or increased workload as requested by line manager
• To carry out any other clerical duties as determined by the line manager.

Job description
Job responsibilities

• Responsible for the full secretarial and administrative service to the consultant(s) and his/her medical team (where appropriate)
• Take appropriate action with regard to telephone calls from parents/carers of patients, GPs and other agencies using initiative, within broad guidelines outlined by the consultant(s)/directorate manager
• Ensure accurate messages are taken for consultant(s) team and delivered in timely manner
• Prioritise own workload
• Manage Outpatient and Diagnostic Patient Target Lists (PTLs
• Maintain an up-to-date diary for the clinical team, liaising with external and internal contacts and organisations as necessary
• Sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information
• Provide administrative support to consultant(s) in respect of work relating to Royal Colleges, teaching, research, NHS medical reports, charities and publications, including organising meetings, agendas and minutes
• Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results
• Ensure effective communication with all members of a multi-disciplinary team
• Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records when required
• Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required
• Notify relevant staff to ensure that consultant(s) and team leave is taken into consideration in the planning of in-patient and/or out-patient care and instruct absences to relevant parties
• Provide support in respect of consultants clinical audit responsibilities
• Ensure comprehensive working knowledge of iPMS as commensurate with role
• Obtain patient test results using PATH/WebPACS/CRIS system at consultant(s)/team request
• Ensure all hospital case notes are traced into and out of the department accurately on iPMS
• To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team
• To arrange for copies of scans/X-rays/angios to forward to other Trusts and hospitals
• Have a working knowledge of in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy (MGN4) and undertake patient pathway management when required
• Required to cover service line medical secretary colleagues during times of absence or increased workload as requested by line manager
• To carry out any other clerical duties as determined by the line manager.

Person Specification
Knowledge & Experience
Essential

• Previous demonstrable experience within a similar role.
• Previous demonstrable experience in the use of word processors/data base/spreadsheet packages.

Desirable

• Previous demonstrable experience of working within a large clinical setting.
• Previous demonstrable experience in a support/medical secretary role.

Qualifications
Essential

• NVQ Level 3 in relevant subject or equivalent demonstrable experience.
• OCR II standard or equivalent or equivalent demonstrable experience.

Desirable

• Typing to OCR III (or above) standard or equivalent.

Aptitude & Abilities
Essential

• Ability to accurately touch type.
• Excellent communication and interpersonal skills.

Desirable

• Understanding the Trust's waiting list policy within the work place.

Person Specification
Knowledge & Experience
Essential

• Previous demonstrable experience within a similar role.
• Previous demonstrable experience in the use of word processors/data base/spreadsheet packages.

Desirable

• Previous demonstrable experience of working within a large clinical setting.
• Previous demonstrable experience in a support/medical secretary role.

Qualifications
Essential

• NVQ Level 3 in relevant subject or equivalent demonstrable experience.
• OCR II standard or equivalent or equivalent demonstrable experience.

Desirable

• Typing to OCR III (or above) standard or equivalent.

Aptitude & Abilities
Essential

• Ability to accurately touch type.
• Excellent communication and interpersonal skills.

Desirable

• Understanding the Trust's waiting list policy within the work place.