Team Leader/Medical Secretary

Job overview

An opportunity has arisen for  a Team Leader/Medical Secretary within the Medical Division, working primarily in Palliative Care as a medical secretary, incorporating the management of a number of secretarial teams.

This post will be full time (or job share to fill full-time hours) and cross site working, based at both HRI & CRH per service needs,

The successful applicants must possess excellent communication skills and have the ability to work well in a team, and be able to display strong management skills.

The successful applicants should possess RSA II word processing or equivalent, and have a good standard of general education with the desire to learn new skills and undertake training.

It would be an advantage if the applicants have secretarial and supervisory experience within an NHS environment, and with EPR & ESR experience.  However, training and support would be given.

Main duties of the job

The post-holder will provide secretarial/administrative support to the department consultants, designated medical staff and their teams and back fill subject to service needs, and manage a number of secretarial teams.

The post holder will be responsible for maintaining records both manually and on a computer system and demonstrate the ability to handle sensitive and confidential patient information, i.e. clinical letters, investigations and results.

The post holder acts as the first point of contact for all forms of communication for the consultants and Medical Team from GP's, patients and relatives, consultants and other Trusts.

For a full description please review the job description.

Detailed job description and main responsibilities

The work requires the ability to work unsupervised, aid in the supervision of the secretarial team and handle a variety of duties.  Please see job description for more comprehensive detail.

• Priorities/allocate secretarial workloads, deploying staff dependant on service needs.
• Be actively involved in projects and lead on areas of improvement/change.
• Supervise Medical secretarial team  - manage annual leave/sickness/return to work interviews/attendance monitoring and performance issues.
• Resolve daily matters with a positive can do attitude, whilst managing a busy workload.
• Work closely with other Team Leaders, Admin Manager, Operational Managers and General Managers across all areas in a professional manner.
• Validate monthly time sheets for submission to payroll
• Participate in recruitment and selection including shortlisting and interviewing.
• Deliver inductions and undertake probationary meetings and reviews, documenting outcomes/results on appropriate reporting systems.
• Request and validate flexible workforce shifts subject to service needs whilst staying within budgetary constraints.
• Complete yearly appraisals for your team and set objectives in line with Trust policy to meet contractual targets.
• Complaints investigation, reporting and identifying & implementing lessons learnt.
• Arrange, attend and participate in meetings; minuting meetings as required and following up on actions.
• Overseeing the management and monitoring of waiting lists.