Band 4 Medical Secretary Supervisor - Haematology inBirmingham inBirmingham PUBLISHED TUE 22 OCT 2024

We are seeking to recruit an enthusiastic and motivated Medical Secretary Supervisor to join our friendly team and provide full secretarial support within the Haematology Department at University Hospitals NHS Foundation Trust (BHH site). The successful candidate will be required to be a key member of the secretarial team, taking a lead role in supporting consultants and their clinical teams by providing a professional and high quality PA/Secretarial and administrative service at all times. Duties include typing dictation, booking outpatient appointments, answering patient queries and managing the consultants' clinics to meet service provision and Trust targets. The post holder will be required to work as part of a team, providing support to cover annual leave of colleagues. The role also encompasses supervision of junior secretarial/admin staff within the office.

The Haematology Department is a busy and demanding department that delivers care across Heartlands, Good Hope, Solihull and The Queen Elizabeth Hospitals. This is a fantastic opportunity to for a Medical Secretary who relishes a challenge and is able to work under pressure.

The successful candidate will ideally hold the following qualifications; GCSE or equivalent pass in English language, RSA III typing/word processing and the AMSPAR diploma or equivalent.

For more information please contact: Nicola Lawton, Haematology & Oncology Office Manager or telephone .

• To be responsible for the organisation of meetings, preparation of agendas and taking of minutes
• To touch type from audio and / or shorthand the following documents: This requires an understanding of medical terminology, phraseology and medications
• To draft letters on behalf of the Consultants in a sympathetic but easily understandable manner
• To provide a point of contact for GPs and other Health Care Professionals and also patients/relatives/carers
• To understand the patient pathway and provide information and reassurance in a professional manner. Deal with queries and instigate appropriate action
• To organise and maintain theatre schedule adding patients to lists and ensuring patients are seen for pre-operative assessment and admission for operations and tests as appropriate

To provide day to day supervision to secretaries/clerical officers, allocating and monitoring work on a daily basis

• To manage and progress and chase results of patient investigations on a daily basis
• To assist with the collection and provision of statistical data as required by the health professionals
• To be responsible for informing the relevant individuals of any Consultant or member of the medical team's leave
• To liaise with medical records with regard to availability of medical notes for forthcoming clinics
• To handle cheques/donations and be responsible for forwarding to the appropriate Trust Fund
• To develop and maintain an efficient individual filing system on behalf of the Consultant

About us

Communication:

• Provide excellent telephone skills. Accurately record telephone messages and other enquiries and refer as appropriate
• To provide a point of contact for patients/relatives/carers, GPs and other Health Care Professionals who can be emotional and highly distressed, ensuring that any language or other communication barriers are overcome
• Provide effective communication and problem solving both face to face and via telephone
• Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with difficult situations
• Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

Analytical and Judgemental Skills/Freedom to Act:

• Ability to make decisions and take actions relating to enquiries
• Ability to recognise situations that should be referred onto the Line Manager and take prompt and appropriate action
• To sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents require urgent action and which may be passed directly to other areas for action

Planning and Organisational Skills:

• To manage and progress results of patient investigations and on receipt, prioritise and action according to clinical need, with guidance from the medical team
• Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
• Prioritise own work load to meet the needs the service user
• Arrange and prioritise meetings and case conferences as appropriate
• Arrange meetings as and when required

Policy and Service Responsibilities:

• Work collaboratively as part of an integrated team
• Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct and ensure they are adhered the across the team
• Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services

Responsibility for Financial and Physical Resources:

• Have a personal duty of care for all equipment and resources used
• Maintain stock control of stationery / clinical supplies

Responsibility for Staff:

• Day to day supervision of secretaries/clerical officer, allocating and monitoring work on a daily basis
• Participate in the induction and training of all new members of staff
• Demonstrate own activities to new / less experienced staff

Responsibility for Information:

• To liaise with medical records with regard to availability of medical notes for forthcoming clinics, ensuring where possible, all results/correspondence are available for the patient's clinic appointment
• To develop and maintain an efficient individual filing system on behalf of the team to include correspondence, reports, complaints, research and results
• Be responsible for confidentiality in line with Trust policy and procedures
• Accurately input data/confidential data using a variety of Trust IT systems in a timely way
• Prepare and scan information onto the Trust IT systems
• Ensure all information held is kept up to date
• Be responsible for the quality of information, photocopy and distribute documents as required
• Shred and destroy confidential documentation in line with Trust policy
• Provide information / produce basic routine reports at an appropriate level under supervision
• Input staff information into the Electronic Staff Record adhering to confidentiality and only accessing the information required to fulfil the role /task