Job overview

The post holder is a pivotal person in the patient’s relationship with the hospital, the clinical team and the Consultant. The post holder provides a complete medical secretarial and administrative service to the Consultant and their team across a wide range of activities. The post holder will assist in the organisation of the Consultant’s workload and will effectively support activities with other hospital staff to ensure that an efficient service is provided. It is essential that the post holder exercises initiative and independent judgement whilst maintaining a high level of confidentiality and diplomacy at all times without immediate access to line supervision. In addition, the post holder is co-responsible for managing, maintaining and administering various data sources which may include waiting lists and clinic lists. 

Main duties of the job

Secretarial

• Organise the office efficiently in a complex, changing environment.
• Manage multiple tasks ensuring that deadlines are met.
• Prioritise and organise own workload; making decisions and initiating action where necessary, ensuring the smooth running of the office\team through shared knowledge and cover.
• Ensure that the results of tests and investigations for patients are received; shown to medical staff and all relevant ongoing arrangements/investigations are carried out.
• Using own initiative ensure that results which require immediate action are presented to the Consultant or other senior member of the Medical Team\Multi-Disciplinary Team (MDT) in a timely manner and clinical responses are completed.
• Arrange and service meetings/lectures/conferences as requested; taking and transcribing minutes and any follow-up actions as requested.
• Using the in-house patient data tracking system locate, retrieve and deliver medical records/x- rays/investigation results.
• Ensure that all patient case notes passing through the office are booked in and out appropriately.
• Monitor and manage, as appropriate, outpatient clinic and operating lists to ensure they are booked and adjusted maintaining correct Doctor\Patient ratio.
• Where appropriate, manage waiting lists in accordance with current guidelines, taking the relevant action required ensuring that appropriate targets are achieved, identifying potential breaches as determined by waiting time initiative targets.

Working for our organisation

The successful applicant will be working alongside the staff menopause team within a busy  Higher Level Medical Secretaries and Support Medical Secretarial team.  The post holder is a pivotal person in the patient’s relationship with the hospital, the clinical team and the Consultants.  The team support each other to organise the workload of the Consultants within the department and ensure that an efficient service is provided. 

Detailed job description and main responsibilities

For full duties and responsibilities please refer to the attached document entitled Job Description.