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Detailed job description and main responsibilities

Provide a comprehensive supportive clinical secretarial service to the Medical Secretaries and the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.

Take direction from the Administration Manager and/or Medical Secretary Team to meet the administrative demands

Ensure all correspondence for the Clinical Team, including clinical letters, discharge summaries, medico-legal reports and results etc. are typed and dispatched promptly. The majority of the correspondence will be audio/digital dictation which is measured to a Trust turnaround target

Deal with telephone enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.

Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.

Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.

Support with communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries.

On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.

Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.

Liaise with other hospital departments, GPs and other health care agencies when required.

Assist and help colleagues when the need arises.

Demonstrate and supervise workplace activities to other members of the secretarial team as required maintaining a high standard of service to the Clinical Teams

Assist in the coordination of Clinical Teams’ diaries to ensure effective time management.

Attend meetings, as required (except Clinical Performance meetings) to ensure effective communication with all service users

Maximise the use of innovative IT systems.

Supporting the management and validation of routine and 2ww pathways.

Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.

Provide general administrative services as required by the department. Filing letters and reports in medical notes promptly and cross reference whenever necessary and general office filing. Photocopying, faxing and posting documentation. Receive and sort daily post, date stamp and distribute as appropriate. Liaise with other hospital departments, GPs and other healthcare agencies when required.

Maintain and Organise diary of allocated Cardiology Consultants, notifying relevant individuals/department of Consultant annual leave, sickness, training dates etc