Gynaecology Support SecretaryNHS

Job summary

Do you take pride in producing patient correspondence promptly and accurately, supporting senior medical secretaries and making a real difference to patient care? We are looking for a proactive, organised individual to join Family Health Services as a Support Medical Secretary within the Gynaecology service, working across Worcestershire Royal Hospital and Kidderminster Hospital and Treatment Centre.

This role is central to ensuring clinical correspondence is completed within agreed timescales and patients progress through their pathways efficiently.

The role is Full time: 37.5 hours per week, Monday to Friday. Based across Worcestershire Royal Hospital and Kidderminster Hospital and Treatment Centre. Cross-site cover may be required in response to service needs. Limited home working may be available for a small number of days each week, subject to service requirements.

You will join a dynamic, well-established Gynaecology service. You will produce, check and distribute patient letters and other clinical correspondence accurately and within required timescales. Provide comprehensive administrative and secretarial support to senior medical secretaries, consultants and the wider Gynaecology team. Maintain accurate patient information and support effective pathway and waiting-list administration. You will be self-motivated, highly organised and able to work accurately under pressure.

For an informal discussion about the role, please contact Lara Di Placido.

Main duties of the job

Please refer to the job description and person specification for information on this current vacancy.

Job description

Key Duties

Type the necessary correspondence and/or documentation generated by a patients passage through the hospital service and maintain patient notes pertinent to these events.

Act as a liaison between Consultant Teams and speciality-based groups of Consultant Teams and the GP, the patient and other agencies involved to expedite the care and treatment of patients as effectively as possible.

Undertake office administration functions in relation to the clinical and management work of consultant.

General Duties

To deal with incoming mail and all the Consultants correspondence. Including generating own correspondence as agreed with the Consultant

To input information onto computers for clinical audit

To type discharge summaries, clinic letters and any other official correspondence including medical reports and complaint responses from audiotapes. To undertake copy typing as required.

To arrange meetings and maintain the Consultants Diary

To prepare material for meetings and training sessions as requested

To attend meetings and take the minutes.

To attend outpatient clinics with the Consultant if necessary

To handle enquiries from patients, relatives, GPs, other hospitals, and Consultants, initiating appropriate responses

To process GP referral letters and arrange outpatient appointments and domiciliary visits.

To support and review the Patient Target List with Consultant and Band 4 to ensure that patients are seen within the current National timescales and take responsibility for initiating extra operating lists, seeking authorisation from the Directorate Management team when necessary.

To arrange for patients by supporting the Band 4 to put on the waiting lists and make minor changes to the waiting list for subsequent approval by the Consultant.

To provide training and supervision for any apprentices, or temporary secretaries allocated to the speciality.

To maintain patients records in a manner acceptable to the Trust.

To liaise with Health Records, Outpatients, Radiology, and other relevant internal and external departments regarding patient care

To ensure that Consultants absence is promptly communicated to all relevant people and departments

To ensure that cover is provided for other secretaries during periods of absence through holiday or sickness.

Outpatient appointments and waiting lists are computerised. The post holder will need to liaise with the appropriate manager of the systems and comply will Trust policies.

To take an active part in team meetings, sharing information and raising issues relating to quality or areas for improvement, and suggesting possible solutions.

To order stationery and report faults with equipment

To observe absolute confidentiality of all information obtained in the course of your work

To report any accident or untoward incidents or complaints.

To act always in a manner which will promote a good image of the department.

To undertake other duties commensurate with the post and grade as requested by the Directorate Manager or Consultants within the constraints of the existing workload.

About us

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.