Lower GI 2WW Pathway Medical Secretary

• To work as part of a speciality team providing full secretarial support for the consultants and clinical staff in the team.
• The post holder will work closely with the Colorectal Cancer Team in ensuring that all clinics are typed speedily and accurately according to the guidelines laid down by the Trust.
• Responsible for the typing and checking of clinic letters, reports, discharge summaries etc.

• To manage and prioritise workload effectively and be able to work unsupervised using own initiative.
• To receive incoming telephone calls and correspondence, and deal with queries at source as applicable. To take accurate messages and direct to the appropriate recipient in a timely manner.
• Manage complex and sensitive enquiries, including complaints, with tact, sensitivity and empathy, taking appropriate action.
• To generate a range of documentation including, emails, letters and reports to a professional standard.
• Day to day office management such as welcoming patients, visitors, booking patient appointments, supporting staff queries, administrative duties to include typing, photocopying, scanning, office health and safety and organisation. To actively deal with queries, which may include gaining responses from others/requests for information.
• To support service data collection by developing spreadsheets and databases to collect, collate and present information in appropriate formats as required.
• To assist in the maintenance of office filing systems ensuring all documents are accurately and appropriately archived.
• To be proficient and experienced with various IT systems, including Internet, Microsoft Programmes to include excel and with the skills and willingness to train on other IT programmes including Electronic Patient Record systems.
• To participate in the introduction of new procedures, policies or technology.
• Responsible for ordering and maintaining stock control of equipment and stationery and using electronic ordering systems.
• To be aware of, and adhere to local, Trust and National guidelines and policies and comply with all training as required.
• The post-holder will participate in and service improvement at a department or service wide level.
• Participate in coordinating audits and risk assessments and supporting with actioning outcomes as required.
• To ensure that confidentiality is adhered to across all aspects of the role to include patient and staff records access and information shared within office setting and at meetings.
• To always maintain sensitivity when dealing with private and personal situations/information relating to both staff and patients.
• To ensure that all matters of importance are brought to the immediate attention of relevant team member available, service lead and senior team.
• To demonstrate continuous development of own knowledge and competence.
• To always act to promote the professional image of the Trust and to demonstrate Trust Values.

Essential

• Able to demonstrate a good basic education
• NVQ Level 3 Business Administration (or equivalent level of qualification or proven work experience)
• Minimum of 2 years medical secretarial experience or similar role
• RSA II (or equivalent level of qualification)

Desirable

• Understanding of RTT pathways

Essential

• Good audio/typing skills
• Good communication skills
• Able to prioritise, delegate and organize tasks effectively
• Friendly and professional telephone manner
• Ability to work unsupervised in a professional manner
• Demonstrate understanding of patient confidentiality

Desirable

• Knowledge of 2WW Pathway

Essential

• Working knowledge of Computer systems
• Knowledge of dictation systems

Desirable

• Knowledge of case note tracking policy and procedure
• Working knowledge of Lorenzo systems
• Knowledge of Medical Terminology

Essential

• Ability to respond to work as part of a team or on own initiative
• Conscientious and hard working
• Ability to deal with distressing situations
• Tact, diplomacy and resilience
• Proven flexibility
• Ability to adapt to change
• Commitment to personal development and service improvement

Essential

• Friendly and professional manner