Job description

Job responsibilities

Directorate of Specialty Medicine

JOB DESCRIPTION

Job Title: Medical Secretary

Grade: Band 4

Department/Location: Worcestershire Royal Hospital

Reports to: Directorate Support Manager

Accountable to: Directorate Manager Specialty Medicine

Job Purpose:

To provide comprehensive administrative and audio typing support for the Consultant Staff and their junior teams, assisting with achieving Trust and departmental objectives through liaising with relevant people and teams.

Key Relationships:

Internal: Senior & Support Medical Secretaries, Management, Consultants and junior staff both inside and outside the department, nursing teams, other health care professionals, ward clerks.

External: GP surgeries, other hospitals, patients and relatives.

Risk Assessment:

Works with display screen equipment for prolonged periods.

Involves manual handling activities.

Key Responsibilities:

All Secretaries should be able to undertake the following duties and are expected to work in teams to fulfil the requirements of the service.

To undertake medical audio / copy typing duties, including outpatient letters to GPs, discharge summaries and other official correspondence.

To accept enquiries from clinicians, GPs Health Service and Social Services personnel, other hospitals, voluntary agencies, patients and their relatives. Patient contact by telephone is an integral part of the role.

To work using own initiative with minimal supervision, prioritising own workload in line with objectives of the department and consultant teams.

To deal with all incoming correspondence, phone, fax and email in an efficient and effective way.

To liaise with other members of the administration teams in order to provide a co-ordinated and efficient secretarial service.

To support the Directorate Management Team with the administration, tracking and validation of patients pathways to achieve the National 18-week Referral to Treatment (RTT) target.

To liaise with patients, relatives and staff demonstrating sensitivity and maintaining professionalism at all times.

To deal with any complaints, problems or issues in a sensitive way, escalating to clinicians / management as appropriate.

Ensure confidentiality is maintained at all times, complying with the Data Protection Act, Information Governance and other Trust / Departmental Policies.

To assist in providing cover for other secretaries in the Medical Directorate to ensure continuity of service to Consultant, medical staff, service users and patients.

To undertake any other duties as may be required / appropriate by the Directorate Management Team.

Vision and Values:

The Trust aims to provide local services for local people. It has developed its vision to reflect this commitment.

To continue to be the major provider of acute/specialist services for the people of Worcestershire (and wider) with a strong reputation for providing outstanding, high quality, reliable, accessible and integrated healthcare for local people

Driving this commitment are the Trust-wide signature behaviours:

Do what we say we will do

No Delays, every day

We listen, we learn, we lead

Work together, celebrate together

Standard Clauses:

The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role and level of the post. The post holder may from time to time be asked to undertake other reasonable duties. Any such changes will be made in discussion with the post holder in the light of service needs.

Competence

The post holder is responsible for limiting his / her actions to those which s/he feels competent to undertake. If the post holder has any doubts as to his or her competence during the course of his / her duties then s/he should immediately speak to their line manager or supervisor.

Codes of conduct

All employees of the Trust who are required to be registered with a professional body, to enable them to practise within their profession, are required to comply with their code of conduct and requirements of their professional registration. Those staff that are not required to be registered with a professional body are required to comply with the Trusts codes of conduct.

Confidentiality

The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business.

Records Management

All employees of the Trust are legally responsible for all records that they gather, create or use as part of their work within the Trust (including patient, financial, personnel and administrative), whether paper or computer based. All such records are considered public records and all employees have a legal duty of confidence to service users. Employees should consult their manager if they have any doubt as to the correct management of records with which they work.

Health and Safety

Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992) and all relevant Trust Health and Safety Policies and Guidance. This ensures that the agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors to the Trust.

Infection Control

Employees must accept personal responsibility and accountability for Infection Prevention and Control practice. Employees should ensure they are familiar with, and comply with, all relevant Infection Control policies for minimising the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory updates in Infection Control.

Non Smoking Policy

The Trusts approach to smoking is in line with the governments on-going initiatives for an eventual smoke-free environment. It aims to adhere to the Worcestershire Health Community Campaign to help Worcestershire stop smoking.

A no smoking environment policy exists within all Trust premises including entrances and exits to hospital buildings and on other Trust property (with the exception of staff resident in staffresidences, as these are the homes of staff). In June 2014 a ban was implanted which meant staff, contractors and volunteers were no longer permitted to smoke in any of the hospital grounds, including car parks.

Further to this, The Alexandra, Kidderminster and Worcestershire Royal Hospitals, have all become smoke free to all patients and visitors as of 17 June 2015. This means that, as well as staff, members of the public, patients and visitors are not allowed to smoke in any of the acute hospital grounds, including car parks.

Risk Management

It is a standard element of the role and responsibility of all employees of the Trust that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, taking appropriate actions, and reporting all incidents, near misses, and hazards promptly. It is a contractual obligation that all employees must co-operate with any investigations undertaken.

Children and vulnerable adults

You have a responsibility for promoting and safeguarding the welfare of the children / young people / vulnerable adults that you come into contact with or are responsible for in your job role and sphere of competence.

Disclosure and Barring Service

The Trust aims to promote equality of opportunity for all, with the right mix of talent, skills and potential. Criminal records will be taken into account for recruitment purposes, only when the conviction is relevant. As the Trust meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check from the Disclosure and Barring Service before the appointment is confirmed. This will include details of cautions, reprimands or final warnings, as well as convictions. Postholders may periodically be asked to undertake a re-check.

The Trust is legally required to check all staff against the Disclosures and Barring Services Childrens and Vulnerable Adults barring lists if they engage in what is defined as Regulated Activity or Controlled Activity: Regulated Activity is defined as working closely with children or vulnerable adults, paid or unpaid, on a frequent or intensive basis. Controlled activity is work that provides opportunities for contact with children or vulnerable adults.

Equality and Diversity

The Trust promotes policies and practices that challenge discrimination, promote equality, respect individual needs, preferences and choices, and protects human rights. The Trust has a clear commitment to equality for all in employment practices based on an applicants ability, skills and aptitude for the post. A range of equality & diversity policy initiatives are in place and all successful applicants are expected to familiarise themselves with these. It is therefore the duty of every employee to comply with the detail and spirit of these policies and the law at all times. Any issues or concerns you have should be taken up with your manager or the human resource team as soon as possible.

Dignity

All employees must treat each person as an individual, offering a personalised service respecting peoples dignity and modesty at all times.

Conflict of Interest

The Trust is responsible for ensuring that the service provided for patients and its care meet the highest standard. Equally, it is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends. The Trusts Standing Orders require any member of staff to declare any interest, direct or indirect, with contracts involving the Trust. Staff are not allowed to further their private interests in the course of their NHS duties.

Person Specification

Skills and Knowledge

Essential

• Audio typing using Digital Dictation
• In-depth working knowledge of Microsoft Office
• Excellent verbal and written communication skills.
• Flexible and adaptable.
• Able to work under pressure.
• Ability to work under own initiative and part of a team.
• Highly motivated.

Desirable

• Knowledge of NHS systems.

Qualifications

Essential

• GCSE English & Maths
• Recognised word processing / typing qualification
• AMSPAR

Experience

Essential

• Proven secretarial experience in healthcare environment.
• Experience of working in a busy office

Desirable

• NHS experience.
• Use of OASIS PAS system, Bluespier, EZ notes and Digital Dictation

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD