Job Description

Band 3 - Medical Secretary J O B D E S C R I P T I O N 1. JOB DETAILS Job Title: Medical Secretary - General Ref No: Grade: 3 Hours/Length of Post: 37.5 Unit/Department: Rheumatology Location: Chapel Allerton Hospital Reports to: Senior Medical Secretary Accountable to: Patient Services Coordinator / Business Manager 2. JOB PURPOSE The post holder will provide a comprehensive secretarial service to the medical team. They will support processes to sustain the departments practice through administrative protocols, processes and procedures in line with service needs.



They must be able to communicate sensitively and effectively with a wide range of people including patients, medical staff and colleagues. The secretary may be required to cover for colleagues during absence and work flexible hours when necessary. 3. JOB DIMENSIONS The post holder will work as part of a secretarial team, responsible for the typing, issuing and filing of diagnostic reports, supporting the core service work of the department.



The post holder will support the Clinical Team in the provision of an efficient and effective office service. To ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection and confidentiality. 4. ORGANISATIONAL CHART 5.



KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Knowledge Application of Trust policies, hospital practices and procedures associated with the role of the medical secretary which require specialist knowledge e.g Medical Terminology, Patient Pathway protocols. Appreciation of clinical/operational areas that the service area interacts with. Application of data protection and copyright laws and their affects on the service. Appreciation of the aims and application of standards of care.



An understanding of the relationship and impact on the service of a range of IT applications e.g. PAS. Skills Appropriate typing/IT qualification or equivalent. An ability to accurately transcribe complicated audio tapes, short hand notes and type complicated medical information.



The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity involving colleagues, patients and their families. An ability to communicate clearly and effectively at all levels, i.e. patients, relatives, colleagues and health professionals, within the Trust and externally. Must be tactful and diplomatic.



Experience Working in a customer focussed environment. Understanding and knowledge of office based procedures/systems. Experience of using a variety of IT applications in a Windows based environment. Qualifications GCSE (or equivalent) English Language grade C or above.



RSA Stage II typing/word processing or equivalent. European Computer Driving Licence (ECDL). 6. CORE VALUES Demonstrate a Patient focussed approach to role, responsibilities and duties.



Professional approach and attitude to work, patients and colleagues. Flexibility in approach to work and colleagues. Non judgemental. Team worker Assumes responsibility for personal development.



Honesty, integrity and discretion. 7. CORE BEHAVIOURS AND SKILLS Commitment to ensuring work is completed and targets met within the timescales dictated by the NHS and Trust protocols. Supportive and helpful to patients and Trust employees at all levels.



Compassionate and understanding of patients needs. Demonstrate integrity and respect confidentiality. Ability to adapt to new working practices and processes. Flexibility in work and workload and ability to prioritise.



Ability to work effectively under pressure. Effective communication skills, verbal and written. Ability to work within local, Trust and NHS processes and protocols. Demonstrate a commitment to Team working both internally and externally.



8. CORE KNOWLEDGE AND UNDERSTANDING An appreciation of Trust and National standards/targets applicable to their service area. Understanding of Medical Terminology applicable to the service area. An appreciation of complimentary service areas/functions.



Knowledge and experience of operating and utilising information systems, software applications and office equipment. Aware of the Data Protection Act and appropriate care of patient information Have achieved a good standard of general education with qualifications and experience pertinent to the role. 9. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Provide a comprehensive secretarial service to the medical team.



Filing correspondence and results of tests/investigations in a timely manner. Maintaining appropriate record systems. Using a range of IT skills to support the clinical work of the medical team. Provide assistance and support to clerical or trainee staff and to new/temporary staff.



Liaising with patients, general practitioners and hospital staff. Respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and taking responsibility for any follow-up action. Work as part of the administration team and, when necessary, provide interdepartmental cover, where appropriate and in discussion with the line manager. Comply with the requirements dictated by regulatory bodies and their code of practice throughout all disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS.



Health and Safety/Risk Management All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting system. Equality and Diversity The jobholder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.



Patient and Public Involvement The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback. Training and Personal Development Continuous Professional Development The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.



Respect for Patient Confidentiality The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role. 10. COMMUNICATION & WORKING RELATIONSHIPS The post holder will be required to maintain and respect working relationships and communication networks associated with the post. Communication will include those organisations, individuals and institutions which the post holder comes into contact with.



Typically these will include internal networks associated with the specialty area as well as other external contacts as appropriate. .The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times. 12. SPECIAL WORKING CONDITIONS There may be a requirement to support the delivery of the service at other sites as necessary.



This could be a regular feature of the post or only an occasional requirement. This will be confirmed following a discussion with their line manager.