Job Title: Medical Secretary Heald Green

Responsible to:Clinical Services Manager

Accountable to: Clinical Services Manager

Payscale:Band 3

SUMMARY OF JOBROLE

To work within the policy framework of the hospice in its provision of Specialist Palliative and Supportive Care, by providing full and comprehensive secretarial service to Inpatient Unit.

The post holder will be based at the Heald Green site but some cross-site working may be necessary.

Although this is a comprehensive job description, you may be required to undertake other duties assigned by your manager.

COMMUNICATION

  • Maintain confidentiality and data protection regarding all personal information and hospice activity at all times, (both in and out of working hours) operating within current legislation such as Data Protection Act. The post holder should ensure they are familiar with and adhere to all hospice information governance policies and procedures.
  • Establish and maintain excellent communication systems with internal and external stakeholders to support timely and efficient service provision.
  • Provide a comprehensive secretarial service to Inpatient Unitincluding the production of routine correspondence, typing medical letters, memos, reports etc., ensuring that the hospice deadlines for standards are met. Maintain an efficient and effective filing and retrieval system.
  • Responsible for the processing of incoming and outgoing mail, including prioritising, sorting, actioning as necessary.
  • Have an excellent understanding of EMIS for electronic [patient record use.
  • Be a point of contact for enquiries, liaising with other agencies/disciplines in a professional manner, ensuring that complex and sensitive information is communicated with empathy and reassurance.
  • Liaison with the Coroner’s office regarding patients’ referred after death.
  • Effectively co-ordinate team diaries.
  • Arrange internal and external meetings, taking minutes where required, ensuring accurate transcription and distribution in a timely manner.

PERSONAL AND PEOPLE DEVELOPMENT

  • Take an active part in own learning and development in conjunction with yourmanager.
  • Actively participate in the Hospice Performance Development Review process to identify own learning needs and take necessary steps in order to reach personal and professional objectives.
  • Be aware of Hospice policies in place in relation to compassionate leave, sickness policy, carers policy, parental policy.
  • Be personally accountable for actions and omissions in your area of work and be able to justify your decisions.

HEALTH, SAFETY AND SECURITY

  • Act in away that ensures they maintain own health and safety and that of others by following organisational policies and procedures
  • Report accidents and near misses using the organisational incident reporting system.
  • Actively participate in and enable others to conduct work based environmental risk assessments, ensuring feedback systems are utilised and changes made accordingly.
  • Have knowledgeof infection prevention and control policies and procedures and practice according to them.
  • Recognise and respond appropriately to urgent and emergency situations.

SERVICE IMPROVEMENT

  • Evaluate own work when required and make constructive suggestions as to how the service can be improved.
  • Support the Clinical Services Managerin the timely delivery of data/information requirements.
  • Be aware of organisational strategic direction pertaining to the provision of specialist palliative and supportive care.

QUALITY

  • Work as an effective and responsible team member, organising, managingand prioritisingown workload, ensuring it reflects all the core components of your role in a manner that ensures quality and reduces risk.
  • Co-ordinate and organise Inpatient Unitdiaries and room bookings as needed.
  • Ensure stationery and relevant clinical documentation is readily available
  • Ensure medical records are accessible by accurately scanning, filing and storing in line with hospice policies and procedures.
  • Support your managerin the collection and collation of organisational data.
  • Participate in the provision of cover and support to colleagues as required.
  • Contribute to the effective and efficient use of resources.

EQUALITY AND DIVERSITY

  • Demonstrate an awareness of anti discriminatory practice in accordance with the organisational policies and current legislation
  • Demonstrate knowledge and understanding of organisational objectives related to equality and diversity
  • Promote a culture which respects and recognises diversity

INFORMATION PROCESSING

  • Accurately input, amend, delete and modify data and information in line with legislation, hospice policies and procedures, in a timely and efficient manner to meet service need.
  • Collate, structure and present data and information as requested using agreed systems and formats.
  • Maintain integrity of data information consistent with legislation, hospice policies and procedures.
  • Assure the quality of data during modification, structuring and presentation.
  • Store data and information safely and in a way that allows for retrieval within appropriate timescales.
  • Keep the data information systems up to date.
General Information

The duties outlined above are not intended to be restrictive, and the post holder may be required to undertake additional duties as necessary.

Job Title:Medical Secretary

Department: Inpatient Unit

Essential /

Desirable

/ Evidence
Qualifications /
  • GCSE grade A-CEnglish or equivalent
/
  • NVQ Level 3 in Administration
  • Medical terminology qualification
  • RSA Level III or equivalent
/
  • Certificates

Experience: /
  • Extensive experience of working in an office environment
  • Working as a member of a team
  • Audio typing & EMIS
  • Experience of arranging meetings and taking minutes
  • Prioritise workloads and meet deadlines
  • Microsoft packages: Word, Excel, PowerPoint
  • Spreadsheets and databases
/
  • Previous experience of working in a health setting
/
  • Application Form
  • Interview
  • References

Knowledge & Skills /
  • Good time management
  • Good verbal and written communication skills
  • Good organisational skills and able to cope with frequent interruptions
/
  • Application Form
  • Interview
  • References

Personal Qualities /
  • Approachable and friendly
  • Willingness to be flexible and adaptable in approach and attitude to work
  • Ability to demonstrate a positive attitude to service users, carers and other staff.
  • Willingness to undertake training appropriate to the post.
/
  • Access to a vehicle as some cross-site working may be necessary
/
  • Interview
  • References

IPU Medical Secretary reviewed July 2017