Administration Secretary

To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.

Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.

To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.

Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, as well as booking clinic appointments, which may require tact and persuasive skills or where there are barriers to understanding.

Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.

Provide support to new or junior staff as required. May be required to demonstrate duties to new starters and less experienced staff.

Maintaining accurate processing and storage of clinical records via both electronic systems and paper based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.

Managing own workload, with the support of a Team Leader (or equivalent) being available for reference and advice, ensuring compliance with standards relevant to the role and department, ensuring that a quality service is provided according to agreed policies and Standard Operating Procedures.

Ordering and maintaining office supplies and stationery as appropriate.

General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.

* Any other reasonable duties required by line manager

NB: This post holder will be required to support Medical Secretaries, Gynae Easi-Book and Colposcopy admin service. They will also support the Care Group Teams administration needs when required