Support medical secretary

Job description

Job summary

We are looking for a highly motivated and enthusiastic Support Medical Secretary to provide administrative duties within the Ophthalmology Injection Service.

Main duties of the job

The post holder will provide administrative support to the injection service within the Ophthalmology department. They will be responsible for processing referrals into the service, maintaining waitlist lists, patient databases and co-ordinating communication between MDT members, patients and GPs. This will include highly sensitive and complex medical terminology with a need for confidentiality.

To be responsible for the receipt of consultant/medical staff, to action where appropriate or escalating any necessary items to the attention of the person concerned.

In the absence of the Injection support manager, assist in the rearrangement of clinical activity to accommodate planned and urgent leave, with the ability to prioritise a number of conflicting tasks, taking appropriate action to prevent or solve problems without supervision.

About us

At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of "excellent health care, improved health for all". We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.

As part of the NHS People Promise, your wellbeing is our priority, and we are committed to ensuring our employees achieve a healthy work-life balance supported by our flexible working options and by making reasonable adjustments where possible. We believe no-one should have to sacrifice family, friends, or their personal interests for work. We are a modern employer able to attract and retain high quality staff through our commitment to the NHS People Promise.

As an employer, we foster an inclusive environment where everyone feels valued, supported, and empowered to contribute their best. We want to ensure that our workforce is representative of the population we serve. More information - inclusive practice people promise.

Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD Team. These include topics such as communication, wellbeing, team development, cultural competency, and values.

Please click below to view our EDI page: Equality, Diversity, and Inclusion - The Dudley Group NHS Foundation Trust (dgft.nhs.uk)

Job description

Job responsibilities

Main responsibilities

The post holder will provide administrative support to the injection service within the Ophthalmology department. They will be responsible for processing referrals into the service, maintaining waitlist lists, patient databases and co-ordinating communication between MDT members, patients and GPs. This will include highly sensitive and complex medical terminology with a need for confidentiality.

To be responsible for the receipt of consultant/medical staff, to action where appropriate or escalating any necessary items to the attention of the person concerned.

In the absence of the Injection support manager, assist in the rearrangement of clinical activity to accommodate planned and urgent leave, with the ability to prioritise a number of conflicting tasks, taking appropriate action to prevent or solve problems without supervision.

Maintenance of Information

Maintenance of medical records by accurate filing of results, correspondence and other associated documentation and to ensure that all relevant documentation is available to medical staff at the time of consultation with patients.

Maintenance of individual filing systems on behalf of the consultant and their team.

Ensure adequate tracking of medical records both in and out of the department and taking the necessary measures to ensure the security of the information contained within these.

Maintain appropriate databases and ensure the accurate information is contained within these.

In the absence of the Support Manager, assist in the coordination of test results, bringing these to the attention of the consultant and taking any necessary action.

Secretarial Duties

Generating letters for Outpatient and Theatre appointments within the defined parameters to meet National and Local performance targets.

Arrange bookings for language interpreters for the admission of patients and clinics.

Exercise initiative and judgement using acquired skill and knowledge maintaining confidentiality at all times.

Interpret clinical notes and phraseology of a continually changing medical team.

In the absence of the Support Manager, to be the first point of contact for written and telephone enquiries on behalf of the consultant and their team, using judgement to establish the validity and priority of the contact, ensuring that liaison with patients, relatives, other members of the wider MDT and external agencies is given in a professional manner.

To attend regular speciality team meetings as required.

In the absence of the Support Manager, to upkeep both electronic and manual diaries, to include the arrangement of meetings and to produce minutes where required.

Waiting List Coordination Activities

In the absence of the Support Manager, participate in the admission process by adding patients to the waiting list where clinically indicated. Ensuring full maintenance including waiting list comments, action deferral dates and requesting relevant suspensions/removals in line with the Trust Waiting List Policy.

In the absence of the Support Manager, pre-book any required investigations liaising with the necessary departments.

To liaise with various departments involved with any admission, including ward, Pharmacy and medical staff.

Corresponding with patients regarding admission dates and relevant instructions relating to the admission.

In the absence of the Support Manager, generating and distributing admission and operating lists ensuring the appropriate case mix and any required anaesthetic cover.

In the absence of the Support Manager, deal with cancellations to ensure full utilisation of available theatre time and scheduling urgent cases as required at short notice and using judgement to book appropriate cases.

To ensure all booking adhere to National and Trust waiting time targets and adhere to the Trust Waiting List Policy.

Job description
Job responsibilities

Main responsibilities

The post holder will provide administrative support to the injection service within the Ophthalmology department. They will be responsible for processing referrals into the service, maintaining waitlist lists, patient databases and co-ordinating communication between MDT members, patients and GPs. This will include highly sensitive and complex medical terminology with a need for confidentiality.

To be responsible for the receipt of consultant/medical staff, to action where appropriate or escalating any necessary items to the attention of the person concerned.

In the absence of the Injection support manager, assist in the rearrangement of clinical activity to accommodate planned and urgent leave, with the ability to prioritise a number of conflicting tasks, taking appropriate action to prevent or solve problems without supervision.

Maintenance of Information

Maintenance of medical records by accurate filing of results, correspondence and other associated documentation and to ensure that all relevant documentation is available to medical staff at the time of consultation with patients.

Maintenance of individual filing systems on behalf of the consultant and their team.

Ensure adequate tracking of medical records both in and out of the department and taking the necessary measures to ensure the security of the information contained within these.

Maintain appropriate databases and ensure the accurate information is contained within these.

In the absence of the Support Manager, assist in the coordination of test results, bringing these to the attention of the consultant and taking any necessary action.

Secretarial Duties

Generating letters for Outpatient and Theatre appointments within the defined parameters to meet National and Local performance targets.

Arrange bookings for language interpreters for the admission of patients and clinics.

Exercise initiative and judgement using acquired skill and knowledge maintaining confidentiality at all times.

Interpret clinical notes and phraseology of a continually changing medical team.

In the absence of the Support Manager, to be the first point of contact for written and telephone enquiries on behalf of the consultant and their team, using judgement to establish the validity and priority of the contact, ensuring that liaison with patients, relatives, other members of the wider MDT and external agencies is given in a professional manner.

To attend regular speciality team meetings as required.

In the absence of the Support Manager, to upkeep both electronic and manual diaries, to include the arrangement of meetings and to produce minutes where required.

Waiting List Coordination Activities

In the absence of the Support Manager, participate in the admission process by adding patients to the waiting list where clinically indicated. Ensuring full maintenance including waiting list comments, action deferral dates and requesting relevant suspensions/removals in line with the Trust Waiting List Policy.

In the absence of the Support Manager, pre-book any required investigations liaising with the necessary departments.

To liaise with various departments involved with any admission, including ward, Pharmacy and medical staff.

Corresponding with patients regarding admission dates and relevant instructions relating to the admission.

In the absence of the Support Manager, generating and distributing admission and operating lists ensuring the appropriate case mix and any required anaesthetic cover.

In the absence of the Support Manager, deal with cancellations to ensure full utilisation of available theatre time and scheduling urgent cases as required at short notice and using judgement to book appropriate cases.

To ensure all booking adhere to National and Trust waiting time targets and adhere to the Trust Waiting List Policy.

Person Specification

Essential

Essential

• GCSE or equivalent in English and Maths - grade C or above

Essential

Essential

• Business Administration NVQ Level 3 or equivalent experience in a clerical environment

Desirable

Desirable

• Previous experience / knowledge of speciality and proficient in the use of PAS systems

Essential

Essential

• Proven experience of working in administration, producing accurate documents to a high standard of presentation

Person Specification
Essential

Essential

• GCSE or equivalent in English and Maths - grade C or above

Essential

Essential

• Business Administration NVQ Level 3 or equivalent experience in a clerical environment

Desirable

Desirable

• Previous experience / knowledge of speciality and proficient in the use of PAS systems

Essential

Essential

• Proven experience of working in administration, producing accurate documents to a high standard of presentation

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Additional information
Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Employer details

Employer name

The Dudley Group NHS Foundation Trust
Address

Russells Hall Hospital

Pensnett Road

Dudley

DY1 2HQ

United Kingdom

Employer's website