Medical Secretary - Paediatrics

Job overview

Would you like to join a friendly secretarial team here at DCH. The role would be based within the Children's Centre and you would be part of a team who provide support to our paediatricians, patients and their families.

To provide a comprehensive secretarial and administrative support service for the Paediatric Department.

All secretaries appointed to the Care Group have a shared responsibility to service the needs of the Care Group as appropriate

Assist in the achievement of Departmental Objectives

To provide cover for members of the secretarial team during periods of leave or absence.

If you have applied within the last six months no need to re apply

Main duties of the job

• Provides secretarial support to the consultants and members of the multi-disciplinary team to assist in the smooth, efficient and effective running of the service.
• Assists in the organisation of the consultants’ work load.
• Acts as a point of contact for patients/carers, providing information on systems and processes within the hospital, including appointment and admission related information, to satisfactorily resolve queries.  This includes establishing communication networks within the team and with other appropriate health care professionals.

Detailed job description and main responsibilities

The post holder is required to:

• communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information;
• deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate;
• plan and organise own time/work;
• adjust clinic times as necessary;
• ensure notes are ready for clinics;
• type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures;
• provide information and advice to patients/carers about admissions and appointments;
• follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times;
• comment on local policies and procedures where they relate to secretarial or clerical issues;
• maintain stationery stocks;
• demonstrate secretarial duties to new starters;
• maintain and develop patient information, clerical, secretarial and record keeping systems, both paper based and electronic, in line with established Trust systems, liaising with other departments, including Medical Records and Trust Headquarters, where necessary;
• participate in surveys, gather information and assist with audits as required through the collection of data;
• provide cover across the division as required;
• take minutes at meetings and distribute accordingly as requested;
• in line with standard operating procedures, deal with incoming mail, make appointments, update the Patient Tracking List (PTL), accept telephone calls for the consultant and other members of the multi-disciplinary team and maintain diaries, taking action as necessary;
• work with the multi-disciplinary team to maintain and support departmental/divisional practice and procedures and ensure that activity targets are achieved;
• ensure that all tasks are organised and produced to expected standards and within reasonable timescales in response to service demands;
• use VDU equipment to word process and input data for a substantial proportion of the shift;
• concentrate for transcribing tapes and typing complicated medical documents;
• type letters of a distressing nature.
• Assist with cover over the Division if required