SENIOR MEDICAL SECRETARY

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Detailed job description and main responsibilities

Responsible for the efficient and effective running of the clinical facing administrative team/s. This will include identifying conflicting demands and adjusting schedules accordingly, arranging complex cross-organisational and multi- disciplinary activities in line with the local and national health care agenda
Ensuring effective diary maintenance, room and meeting bookings and other administrative arrangements as required, to enable the clinician to fulfil their role.
Implementing changes in practice and technology in response to local and corporate drivers, eg electronic patient records.
The post holder is responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems.
Liaising with other clinical facing administrative staff in order to make outpatient appointments from Consultant and GP referrals especially in relation to peripheral clinics ensuring that all the appropriate paperwork is received in a timely and efficient manner.
As directed by the Admin, Service, General Manager or Consultants, update and maintain the consultant job planning system to ensure an accurate reflection of the consultant's job plan.
Provide a first point of contact for all levels of staff, patients and their relatives for the Clinical / Medical Teams. This will include advice and support to patients and their carers in relation to their appointments, treatment and diagnosis ensuring that at all times confidentiality and data protection are not breached.
To provide a courteous and professional service in line with Trust standards at all times, with respect to communication to patients, colleagues and service users.
Support in the handling of complaints or other information requests coming in to the clinical office.
Ensure results/reports are chased in a timely manner and brought to the Consultant's / Medical Teams attention. Ensure results are followed up so patients are given follow up appointments/discharged as appropriate as within RTT guidelines.
To work on own initiative to answer queries regarding patient's results (for example, results from MRI's and ensure these are picked up from the relevant department on a regular basis) in accordance with defined protocols, and providing support, coaching and guidance to the clinical administrative team/s.
To have an understanding of the CMG's systems and processes. Review and implement practices and protocol changes in line with service needs.
To support the team in the effective management of care pathways and targets in accordance with defined protocols.
Provide assistance and support to clinical / medical staff and their teams in researching and preparing academic or other papers for publication or presentation.
Ensure that all Consultants and their team's annual leave, study leave and absences are accurately recorded, monitored and communicated to the relevant areas and that where appropriate arrangements are made for either cover or reduction of clinics.
Any other duties as may be required by the Consultants, Clinical / Medical Teams, Management team.

(Please refer to the job description/person specification for further details on the role)

Person specification

Commitment to Trust Values and Behaviours

Essential criteria

• Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours

Training & Qualifications

Essential criteria

• Educated to GCSE standard or Equivalent Grade C or above Maths & English
• NVQ III or equivalent

Desirable criteria

• NHS systems and procedures

Experience

Essential criteria

• 2 years Administration experience
• Knowledge of a range of Administration procedures
• Knowledge of software programmes including MS Office
• Experience of dealing with customers/patients

Desirable criteria

• Significant experience of working in a large complex organisation

Communication and relationship skills

Essential criteria

• Effective communication skills both written and oral
• Tact and diplomacy Proven effective team working

Desirable criteria

• Exposure to dealing with complaints

Analytical and Judgement skills

Essential criteria

• Able to act on own initiative Ability to work without close supervision

Additional Information

Please submit your application form without delay to avoid disappointment; we will close vacancies prior to the publishing closing date if we receive a sufficient number of completed application forms.

Please check the email account (including your junk mail) that you supplied as part of your application on a regular basis following the closing date and throughout the recruitment process, as this is how we will communicate with you.

UHL is an equal opportunities employer. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from people from all backgrounds who match our job criteria.

Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

UHL is committed to helping colleagues balance the demands of both their work and personal needs through flexible working arrangements wherever reasonably practicable and subject to service needs.

Disclosure and Barring Service Check

Please note if you are successful in obtaining this position and the post involves regulated activity you will be required to undertake a Disclosure & Barring Service check.

The Trust will pay for the check initially and the money will then be deducted from your salary over a three month period commencing on your first month's payment.

The current price of a check is £38 for an enhanced and £18 for a standard check.

COVID 19 Risk Assessment

Due to the current Covid pandemic we have introduced a staff risk assessment into our pre-employment process. This now forms part of the mandatory pre-employment checks that will be carried out if you receive a conditional offer.

The risk assessment is intended to ensure you are able to safely perform your duties in any of our work areas, and if you have been identified as being particularly vulnerable to coronavirus. Our main aim is to reduce risk and to ensure the safety of all new starters to the Trust as well as current staff, patients and visitors.

If it is identified that you are within a vulnerable category, we will endeavor to make reasonable adjustments to accommodate this through discussions with both Occupational Health and your recruiting manager.

Covid Vaccination Status

Covid-19 vaccination remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We therefore continue to encourage our current and potential colleagues to get vaccinated.

University Hospitals of Leicester NHS Trust holds the principles of equality, diversity and inclusion at the heart of everything it does and all that it stands for. We are committed to developing a workforce that is representative of the community we serve. We welcome applications from the diverse community of Leicester, Leicester and Rutland, to help deliver healthcare services that meets the needs of our diverse communities.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• Job Description (PDF, 536.3KB)
• Understanding your right to work in the UK (PDF, 1.1MB)
• Employee Benefits (PDF, 578.5KB)