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Detailed job description and main responsibilities

• Take appropriate action with regard to telephone calls from patients, GP’s and other agencies using initiative, tact and diplomacy and to make judgements involving facts or situations, some of which require analysis.
• Arrange referrals and appointments for clinics/admissions in an efficient and timely manner.
• To provide non-clinical advice to patients and relatives regarding admission and appointment details including the enclosure of relevant leaflets and arrangements.
• To liaise as appropriate with ward staff, bed managers or other relevant parties.
• Work in conjunction with other medical secretaries across the Cluster Group to ensure that workload is managed appropriately.
• Responsible for producing and organising clinical and other information to allow the continued timely support to the senior clinical and management team within the Cluster Group.
• Ensure typing is up to date using Bighand, including printing, filing and sending out relevant correspondence.
• Maintain an up to date diary for the consultant/team, liaising with external and internal contacts and organisations as necessary. Ensuring that the organisation of consultant workload is managed.
• Sorting and dealing with all correspondence i.e. internal/external post including faxes and emails and keeping a satisfactory record and filing system to ensure swift retrieval of information i.e. requesting case notes and to provide consultants with up to date background information, such as outstanding investigations/appointments using the iPM system in order that he/she can respond accordingly.
• Provide personal assistant support to consultants in respect of work relating to teaching, research, NHS medical reports, police statements, coroner reports, charities and publications.
• Provide a range of personal assistant support to the senior clinical team to ensure that their daily and future workload is organised as effectively as possible.
• Ensure effective communication with all members of the multi-disciplinary team and outside agencies.
• To be responsible for identifying the needs for stationery and other office equipment to ensure a continuous flow of necessary tools and to relay the information to the appropriate personnel.
• To provide support in respect of consultants clinical audit responsibilities
• Responsible for the supervision and training of junior, newly appointed, temporary, locum, agency and other medical secretaries and supporting them during their assimilation.
• Ensuring that members of the consultant team are informed of the working arrangements of the office.
• Required to cover for other medical secretaries in the Cluster Group during annual leave/sickness or peak workloads.
• Responsible for tracking consultants and medical teams annual and study leave, to ensure appropriate personnel are able to plan inpatient or outpatient care and instruct absences to relevant parties.
• To maintain confidentiality at all times and adhere to other Trust policies and procedures and to implement policies for own department
• Proactively support and enhance the continual quality initiative ensuring a ‘quality first’ approach to all aspects of work.
• Frequent requirement for concentration where the work pattern is not predictable.
• Provide support to the senior medical teams and use of the digital dictation system.
• Potential exposure to distressing and/or difficult situations with patients who may be in a highly emotional state, using tact and emotional intelligence to deal with such scenarios.
• To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant and/or medical team. To ensure that all are appropriately traced at all times and returned to Health records in a timely manner. To arrange for copies of scans to forward to other Trusts and hospitals.
• To organise and facilitate meetings putting together the agenda and organising travel and catering.
• The taking of minutes, disseminating results and ensuring resulting actions are taken.
• Attend and take actions at regular meetings within the Cluster Group.
• Responsible for the daily checking of x-ray, CT’s and MRI results including blood and microbiology results via EDIS and Ipm.
• Implement Trust and departmental policies and procedures and initiate any changes within daily routine.
• To maintain an orderly office in conjunction with Trust local records policy.
• To provide personal assistant and secretarial support to the managerial team within the Cluster when necessary.

For further details please see the attached JD & PS.