Job summary
- Main area
- Endocrinology Admin - E00254
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week
- Job ref
- 413-84980-CSSS-LS
- Employer
- The Christie NHS Foundation Trust
- Employer type
- NHS
- Site
- Endocrinology Admin - E00254
- Town
- Manchester
- Salary
- £22,816 - £24,336 per annum, pro rata
- Salary period
- Yearly
- Closing
- 07/08/2024 23:59
Employer heading
Support Secretary / Clinic Management
Band 3
Job overview
An exciting opportunity has arisen for an enthusiastic individual to become a part of the Endocrine and Senior Adult Oncology Teams here at The Christie.
The successful candidate will provide a comprehensive and effective secretarial support service to the directorates’ secretarial teams to assist with the day-to-day clinic management of the clinic templates. To ensure secretarial duties are carried out to a high standard in order to meet patient needs and to ensure that Trust targets are always maintained. To keep accurate, up-to-date patient records; to type clinic annotations and letters and to help ensure that future appointments are made.
The successful candidate should have excellent communication skills, typing and be able to prioritise their workload.
Main duties of the job
1.Works closely with the Medical Secretaries to provide comprehensive support for all clinical work within the directorate.
2. Work closely with clinicians to manage clinic templates including amending appointments slots, cancelling, reducing or adding new streams and adding ad hoc or new clinics onto the Patient Administration System (Careflow)
3. Audio typing of correspondence and results, ensuring tight turnaround times are met.
4. Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes.
5. Appropriately disseminates a variety of correspondence/documentation across the department.
Working for our organisation
The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.
We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years.
We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
The team is made up of 3 x Medical Secretaries/Pa who provide support to:
4 x Endocrinology consultants, Junior Doctors and the Senior Acute Oncology Team.
We work on a hybrid approach of on-site and home working. This is managed via a weekly rota and must meet the needs of the service. There may be occasions where we will ask you to be on site for your full hours during periods of absence.
The office is open plan, and you will be based with the Secretaries/Pa and Support Secretary.
Detailed job description and main responsibilities
1. Works closely with the Medical Secretaries to provide comprehensive support for all clinical work within the directorate.
2. Work closely with clinicians to manage clinic templates including amending appointments slots, cancelling, reducing or adding new streams and adding ad hoc or new clinics onto the Patient Administration System (Careflow)
3. Audio typing of correspondence and results, ensuring tight turnaround times are met.
4. Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes.
5. Appropriately disseminates a variety of correspondence/documentation across the
department.
6. Requests and obtains case notes and x-rays/scans both internally and from other hospitals, using the agreed procedures.
7. Ensures accurate input of patient details when entering data onto information databases and the patient administration system (Careflow).
8. Routinely uses the case note tracking system to ensure all patient case notes are tracked to their location.
9. Support the Day Unit with the preparation of clinics.
10. Provides cover in times of absence.
11. Assists in ensuring timely delivery of notes to the appropriate department for out-patient appointments and in-patient admissions.
12. Assists in the registration of new patients to ensure they are seen within the cancer waiting time targets.
13. Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format.
14. Communicate with patients who may be anxious, angry or upset.
15. Exchange relevant information with GPs and other health professionals.
16. Deal compassionately with distressing situations.
17. Liaise with other members of staff regarding case notes and patient visits.
18. Maintain patient confidentiality at all times.
19. Always Remain professional when communicating with people in various situations.
20. Undertakes other general office procedures, such as ordering stationery, opening and dispatching post, photocopying, printing etc.
21. Any other duties deemed necessary for the effective running of the services, and in accordance with the grade of this post.
22. Contributes to the training of new members of staff within a given area as required.
23. Work with the Assistant Operations Manager and Secretaries to improve quality and range of services, with resources being managed according to agreed policies and priorities.
24. To provide cross cover in periods of absence within the Endocrinology Administration Team and occasionally the wider Central Services Directorate
Person specification
Qualifications
Essential criteria
- Secondary-level education GCSW Maths and English at C-grade or above, or equivalent
- RSA/OCR typing/text transcription Stage II or equivalent experience
Desirable criteria
- Undertaking or achieved AMSPAR Full Diploma or equivalent qualifications
- European Computer Driving License or equivalent
Experience
Essential criteria
- Previous clerical and/or secretarial experience
- Experience of working with IT office packages
Desirable criteria
- Previous clerical and/or secretarial experience in a hospital environment
- Experience of hospital administration system (PAS or equivalent)
Skills
Essential criteria
- Audio / copy typing
- Word-processing – ability to produce accurate, well presented work
- Excellent oral and written communication skills
- The ability to manage workload and priorities competing tasks effectively
Knowledge
Essential criteria
- Knowledge and familiarity with a range of software including Word, Excel, database packages, e-mail and web browsers.
Desirable criteria
- Sound knowledge of medical terminology
Values
Essential criteria
- Ability to work under pressure
- Ability to work as part of a team
- Able to use own initiative
- Reliability & confidentiality
- Ability to be flexible
Other
Essential criteria
- To be flexible in order to meet the needs of the service and wider Central Services directorate.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Debra Jones
- Job title
- Assistant Service Manager
- Email address
- [email protected]
- Additional information
Andrea Scott - [email protected]
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