Medical Secretary, Trauma and Orthopaedics

Job overview

An exciting opportunity has arisen within the Trauma and Orthopaedic Dept.

We are looking for a versatile,  enthusiastic and dynamic medical secretary to join the Trauma and Orthopaedic team in a new role which will provide variety in your working week. The role will expose you to several sub-specialties within Orthopaedics.

This is an exciting opportunity for someone with already proven secretarial experience, given that medical secretaries in this department are senior staff within the Admin Team. However, those with appropriate experience in a senior administrative role would be considered.

The Trauma and Orthopaedic Department is fast paced, with over 40 Consultants running a busy Elective and Trauma Service for the local and surrounding areas.

The post holder must have excellent organisational and communication skills as liaising with patients, colleagues and other departments is an essential part of the role. Interested candidates should look to gain an understanding of the specialism prior to interview.

Any informal enquiries should be directed to Mina Rai, Administration Manager, [email protected].

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Main duties of the job

To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintain

To ensure, wherever possible, that all clinical documentation is up to date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary.  This will require effective collaboration with all relevant personnel to maintain an efficient administrative system: prompt transcription, manipulation and distribution of appropriate correspondence.

To ensure the effective organisation of all patients under the care of the consultant and his/her team in accordance with Local and National policy and targets. This will require effective collaboration with the Booking Centre and Patient Access Team and General Managers to monitor the utilisation and effectiveness of outpatient clinics, ensuring that established Patient Access Policy and procedures are adhered to; Theatres, Diagnostic and Ward teams to ensure that the elective care pathway for all patients is seamless and sensitive to their needs.

Detailed job description and main responsibilities

To implement and maintain an efficient office management system/procedure to enable the consultant and his/her team to optimise their patient care services. This will require: effective management of the consultant’s time, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel; arranging meetings/events; composing and transcribing minutes proactively ensuring action points are raised and completed, preparation of correspondence and reports; effective management of the consultant’s office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationary levels are maintained, processing orders as required.

To continually contribute to patient and business improvement Agendas. This will require undertaking any project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines.

To support team members.  This will require demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times; providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required.

For further details please see the attached job description.