Detailed job description and main responsibilities

Main Duties and Responsibilities

• To provide senior medical secretarial service directly to named consultants.
• To ensure RTT (18 week pathway) status is recorded accurately and is up to date.
• To undertake medical audio/copy typing duties including outpatient letters to General Practitioners and any other official correspondence i.e. reports etc.
• Arranging appointments as required.
• Be responsible for arranging special tests requested by the Consultant or Junior Medical Staff.
• To be responsible for and collation of investigation results.
• Responsible for obtaining relevant investigation results from PACS and Intranet result service.
• To deal with day to day incoming mail, assigning priority and/or taking any necessary action without reference to Consultant staff if necessary and within remit.
• To ensure patient pathways are updated as appropriate.
• To respond to enquiries received from GP’s and other Health Personnel, patients and relatives.
• To maintain patient records and track notes electronically in a manner acceptable to the Trust.
• Engage in the use of Evolve and all other electronic patient notes system.
• To observe absolute confidentiality of all information obtained in the course of your work.
• To liaise with Health Records/Appointments staff regarding outpatient clinic numbers, urgent appointments and Consultant/Junior Medical Staff annual leave.
• To actively participate in the introduction of and use of information technology.
• To cover, as practical, other secretarial team members absences.
• To undertake any other duties as may be required as appropriate by the Consultant or line manager in accordance to the needs of the service.
• To extract data from medical, and pathology information.
• To provide National and independent audit, providing the necessary information and report.

Planning and Organising

• To effectively manage conflicting priorities

Responsibilities for Physical and / or Financial Resources

• This post has no budgetary responsibility.

Responsibility for Policy and Service Development and Implementation

• Required to comment on, implement and adhere to secretarial / administrative procedures and protocols.
• Participating in in-house training and updating of skills as required
• Attending at team meetings where required

Responsibilities for Human Resources and Leadership

• This post has no line management responsibilities.

Responsibilities for Teaching and Training

• To participate in the annual appraisal process
• To participate in the training and induction of new staff members

Physical Skills and Effort

• To maintain high standards in appearance, hygiene, manner, punctuality, attendance and competence.
• To attend mandatory update training as required by the Trust.

General Duties

Hand Hygiene

•  To assist the Trust in reducing healthcare acquired infections (HCAI’s) all staff should be familiar with all the Trust’s Infection Prevention policies which are appropriate to their role. You are required to attend mandatory training in Infection Prevention and be compliant with all measures known to be effective in reducing HCAI’s”

Safeguarding

•  All employees have a duty and responsibility to protect and safeguard children and vulnerable adults.  They must therefore be aware of child protection procedures and who to contact within the Trust for further help and guidance

Data Protection & Confidentiality

• To abide by all relevant Trust and Departmental policies including information governance, confidentiality and data protection.  The postholder is reminded that any breach of the Trust’s information governance and security policies and procedures will result in disciplinary action.

Health & Safety

• Compliance with the Health and Safety at Work Act 1974- the postholder is required to fulfil a proactive role towards the management of risk in all of their actions.  This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Harassment & Bullying

• As a member of staff you have a personal responsibility to ensure you do not discriminate, harass or bully or contribute to the discrimination, harassment or bullying of any colleague(s) or visitors or condone discrimination, harassment or bullying by others.

Dignity & Respect

• All employees have a duty to promote a harmonious working environment in which all persons are treated with dignity and respect, whilst fulfilling our legal obligations under equality legislation and associated codes of practice.

The Trust takes the right of the patient/service user to be treated with dignity and respect seriously.  We will treat every patient/service user and carer as a valued individual, with respect for his/ her dignity and privacy.  Our aim is to give each patient/service user the care we would want for our families and ourselves.

To undertake any other duties which is deemed appropriate to the band when requested by Senior Staff.

The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service.  Any review will be undertaken in conjunction with the postholder.

The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trust’s policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.

•             If successful this vacancy will require a Standard DBS check at a cost of £26.90. This cost will be deducted from your first Trust salary

In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £16.