Support SecretaryNHS

Job summary

An exciting opportunity has arisen for an experienced Support Secretary to join the Haematology Oncology department at Macclesfield.The successful Support Secretary will provide a comprehensive and effective secretarial support service to the directorates' secretarial teams, ensuring secretarial duties are carried out to a high standard in order to meet patient needs and to ensure that deadlines are met at all times. You will keep accurate, up-to-date patient records; to type clinic annotations and letters and to help ensure that future appointments are made.

Flexible working options are available for the role with remote/WFH options available on a hybrid basis to meet the needs of the service.You will be enthusiastic, flexible, willing to learn, eager to play an effective part in a busy team environment and be able to use your own initiative.

You will be able to organise and prioritise your own workload and balance this with the demands of this diverse and varied role.A good working knowledge of Microsoft Office packages, RSA II or equivalent typing, medical terminology, proven organisational skills, a strong commitment to personal and professional development and teamwork are preferred for this post.

When applying for this position, please refer to the person specification and demonstrate within your application form how you meet the criteria, providing examples where possible.

Main duties of the job

o Work closely with the Medical Secretaries, providing comprehensive support for the clinical team and escalating where appropriate.o Audio typing of correspondence and results, meeting tight turnaround times.o Appropriately processes & distributes correspondence/documentation ensuring timely scanning to the patient electronic record.o Request and obtains case notes/x-rays/scans internally & externally, using agreed procedures.o Accurately input patient details onto patient administration systems & databases.o Support with the preparation of clinics.o Provide cover in times of absence.o Assist in ensuring timely delivery of notes to the appropriate department.o Assist with registering new patients ensuring cancer waiting time targets are met.o Exchange information with patients & staff on the admission & discharge process.o Communicate with patients who may be anxious, angry or upset.o Exchange relevant information with GPs & other health professionals.o Deal compassionately with distressing situations.o Liaise with other members of staff regarding case notes & patient visits.o Maintain patient confidentiality at all times.o Remain professional at all times.o Undertake other general office procedures e.g. ordering stationery, opening & distributing post, photocopying etc.

For a full list of Duties, please see the Job Description & Person Specification.

Job description

1. Works closely with the Medical Secretaries to provide comprehensive support for all clinical work within the directorate including answering telephone calls.

2. Audio typing of correspondence and results, ensuring tight turnaround times are met.

3. Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes.

4. Appropriately disseminates a variety of correspondence/documentation across the department.

5. Requests and obtains case notes and x-rays/scans both internally and from other hospitals, using the agreed procedures.

6. Ensures accurate input of patient details when entering data onto information databases and the patient administration system.

7. Routinely uses the case note tracking system to ensure all patient case notes are tracked to their location.

8. Support the Day Unit with the preparation of clinics.

9. Provides cover in times of absence.

10. Assists in ensuring timely delivery of notes to the appropriate department for out-patient appointments and in-patient admissions.

11. Assists in the registration of new patients to ensure they are seen within the cancer waiting time targets.

12. Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format.

13. Communicate with patients who may be anxious, angry or upset.

14. Exchange relevant information with GPs and other health professionals.

15. Deal compassionately with distressing situations.

16. Liaise with other members of staff regarding case notes and patient visits.

17. Maintain patient confidentiality at all times.

18. Remain professional at all times when communicating with people in various situations.

19. Undertakes other general office procedures, such as ordering stationery, opening and dispatching post, photocopying, printing etc.

20. Any other duties deemed necessary for the effective running of the services, and in accordance with the grade of this post.

21. Contributes to the training of new members of staff within a given area as required.

22. Work with the Assistant Service Manager and Secretaries to improve quality and range of services, with resources being managed according to agreed policies and priorities.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.

About us

The Christie is one of Europe's leading cancer centres, looking after more than 64,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 25% patients are referred to us from other parts of the country.

We are the largest radiotherapy provider in the NHS with one in 20 treatments delivered at The Christie. We have up to 15 linear accelerators operating across our network of sites. We operate the largest chemotherapy unit in the UK on our main site and treatments are also provided at 13 other networked sites, and in patients homes. And as a specialist tertiary surgical centre, we focus on rare cancers, complex procedures, and multidisciplinary approaches to cancer surgery, specialising in colorectal, peritoneal, gynaecological, urological and plastic surgery.

We are also an international leader in research, with world first breakthroughs for over 100 years. We have been named by the UK's National Institute for Health Research (NIHR), as one of the best hospitals providing opportunities for patients to participate in clinical research studies, with more than 800 studies open at any time, caring for over 3,000 patients.