Medical Secretary inWakefield inWakefield PUBLISHED 19 NOV 2024

An opportunity has arisen for an enthusiastic and organised individual within the Division of medicine at Mid Yorkshire NHS Teaching Trust as a Medical Secretary.

We are seeking to appoint two medical secretaries within the Division of Medicine.

• 37.5 hour position within the Neurology Department.
• 34 hour position within the Cardiology Department.

The post holder will work primarily from Pinderfields Hospital, however, may be required to cross site at Dewsbury Hospital on a adhoc basis.

We would welcome applicants who are self-motivated, committed and have the confidence to work on their own initiative with excellent organisational and prioritisation skills.

We would welcome any interested candidates to contact Donna Maddox-Cliff, Secretarial Team Leader.

The ideal candidate will have strong secretarial skills and have attained RSA Level 3 typing/word processing or equivalent qualification (business administration), or experience as a minimum. Experience using digital dictation and experience of medical terminology will be an advantage but not essential. On the job training will be provided initially within Division of Medicine as required for the successful candidate.

Strong interpersonal and communication skills are essential, as the role requires liaising with Managers, Consultants, junior medical staff, patients and their carers on a daily basis. In addition, robust organisational skills will be necessary to ensure all patients receive timely, accurate and efficient communications.

The successful candidate will be based within a diverse secretarial team and be required to support each other during periods of absence or increased workloads. Good, supportive team working skills are therefore vital.

The positions are 37.5 hours within the Neurology Department and 34 hours within the Cardiology department.

About us

Key Responsibilities

• To ensure post addressed to the consultant/clinical team is promptly collected, sorted, recorded and actioned as appropriate.To act on own initiative where appropriate in responding to incoming mail.
• Act as a focal point for the clinical team.Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures.Liaise with GPs, other hospitals, patients, internal medical/non-medical staff and medical/non-medical external staff by a variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis.
• Assist clinicians with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures.
• To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators.
• To request, cancel and re-arrange appointments when necessary.
• Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants and external bodies, referring enquiries to the consultants / clinical team where necessary.This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate.This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints.
• Prioritise and ensure clinical investigations are acted upon appropriately and timely, within standard operating procedures and meeting KPIs.
• Accurate recording of all paper/computerised patient records, updating and amending information timely and within standard operating procedures.
• Undertake routine or ad hoc data validation as directed.
• Undertake typing of medical correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work.
• Keep appropriate statistical records/information as and when required for the clinical team for audit purposes.Provision of statistical returns required at regular intervals.This may involve entering statistical data onto databases.
• Responsible for the receipt of referral letters with timely input onto the computerised IT Systems and ensuring that all patients demographic information is recorded accurately in order to arrange outpatient appointments for clinics in accordance with service specific requirements.
• To be responsible for ensuring copies of correspondence are stored in the patients records in accordance standard operating procedures.
• To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required.This could include support to Consultants in their special interests role(s), eg Clinical Tutor, Child Protection, etc.
• To be responsible for the confidential management of patient records and ensure that all documentation is returned to the appropriate department timely within standard operating procedures.
• To be responsible for the preparation of patient records for admission, transfer and discharge in a timely manner as and when required.
• The post holder will give relevant assistance and training as and when required to support all colleagues.
• To carry out general administration duties and provide clerical assistance, as required.
• To send and receive faxes in a safe haven environment as per Trust policy.
• Ensure that all Hospital records are tracked and booked using the Trusts File Tracker computer system, or other relevant IT system.