Medical Secretary - COPD

• Quality check clinical administration documentation to ensure accuracy and completeness.
• Undertake monthly audit reports against Key Performance Indicators (KPIs).
• Mentor, train, and supervise administrative staff as required.
• Type clinical correspondence from audio dictation, ensuring appropriate follow-up actions and investigations are identified and arranged
• Answer telephone calls promptly and professionally, communicating with patients using tact, discretion, and empathy.
• Accurately input and maintain patient information on Patient Administration Systems (PAS), ensuring demographic details are up to date.
• Manage and track departmental equipment, including maintaining logs and liaising with equipment services.
• Create, maintain, and safely dispose of patient referral records in line with information governance policies.
• Maintain and update internal databases, including clinical audit and MDT records.
• Ensure adequate stock levels
• Liaise effectively with community-based clinical teams.
• Process donations (cash/cheque) in accordance with Trust procedures, issuing receipts and confirmation letters.
• Maintain efficient audit processes for clinical correspondence
• Take minutes and circulate to relevant stakeholders in a timely manner.
• Obtain and provide information as requested by the clinical team or management.
• Ensure all mandatory training compliance
• Work collaboratively as part of a team, ensuring service continuity during periods of leave.

• Support documentation audits and the recording of Key Performance Indicators (KPIs).
• Assist the Lead Nurse with staff correspondence, including letters, InPraise submissions, and SBS ordering.
• Undertake general office duties, including managing mail, email, photocopying, and maintaining an organised work environment.
• Attend training sessions, meetings, and educational events as required by the line manager.
• Work with managers to review processes, improve efficiency, and implement solutions to service challenges.
• Work flexibly in line with Trust policies and service needs.
• Undertake any other duties as required by the Line Manager.
• Support team meeting agenda and minutes
• Support delivery and minutes of the Consultant MDT

• Actively participate in annual performance reviews to identify and address personal development needs.
• Attend all required statutory and mandatory training, along with any additional relevant training for the role.
• Fully comply with the Health and Safety at Work Act and adhere to the Trusts Health and Safety policies and procedures, taking all reasonable precautions to ensure a safe working environment.

• Ensure all information is handled legally, securely, and appropriately in accordance with Trust policies.
• Understand that breaches of confidentiality may result in disciplinary action, including dismissal, and could lead to civil liability.
• Ensure all records are accurate, legible, contemporaneous, and attributable, maintaining high standards of data quality.

• Uphold the Trusts commitment to safeguarding children, young people, and vulnerable adults.

• Attend mandatory training and apply learning in daily practice.

• Undertake duties flexibly across sites as required by the service.
• Work in line with evolving service needs, recognising that duties may change over time.

• Uphold the Duty of Candour by being open and honest and raising concerns where appropriate.

• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme.

Essential

• Educated to GCSE level or equivalent qualification/experience
• RSA/OCR III or equivalent qualification/experience
• Word Processing Skills or equivalent qualification/experience
• Audio-Typing Skills or equivalent qualification/experience
• Medical Terminology or equivalent qualification/experience

Desirable

• Minute Taking
• Significant experience working in an NHS environment
• Previous Medical Secretary Experience
• Medical Audio Typing
• Understanding of Trust Internal Policies as appropriate

Essential

• Excellent IT Skills
• Excellent communication skills
• Ability to manage/prioritise own workload
• Excellent Word Processing and Keyboard skills
• Ability to accurately maintain computerised and manual filing/documentation systems

Essential

• Ability to use own initiative and work independently
• Capability to adapt to most situations
• Ability to manage difficult/sensitive situations
• Able to work the hours and undertake duties required
• Ability to travel across hospital sites when required
• Possess a friendly and approachable personality
• Ability to show understanding and appreciation
• Comply with Trust policies and procedures at all times
• Ability and willingness to undergo further training for the post
• Understanding of confidential nature of role and awareness of Data Protection Act