Team Secretary

Job overview

Typing daily, to maintain a 7 day turnaround and supporting the Senior Secretaries with other admins tasks as appropriate.

Supporting the Apprentice including training and mentoring.

Main duties of the job

Typing FT, Nurse, Registrar and Consultant letters to main Trust timelines.  Ensuring tests are requested and all results are tracked via a spreadsheet to support senior secretary.   Covering Seniors when required.

Detailed job description and main responsibilities

To provide high quality audiotyping and word processing facilities with, medical terminology, as required by Medical Staff, ensuring that the work is completed in an efficient and timely manner.

To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to abnormal results.

To ensure all information and messages received from patients, colleagues and Medical Staff are communicated efficiently and correctly. This can be of a sensitive or complex nature.

To act up in the absence of the Senior Team Secretary, ensuring all duties are completed in an effective and efficient manner to ensure an optimum service is always maintained.

To provide cross cover for the secretarial team during absences.

Respond positively and promptly to enquiries and problems received from patients, medical staff, and other agencies, using initiative to take appropriate action in accordance with departmental policies and procedures.

Be committed to continual self-development and training to meet the requirements and further development of the specialty.

Respond in a professional and sensitive manner when dealing with confidential issues to patients, relatives, and other agencies.

To accurately create records and update patient related information onto the computerised Patient Administration System.

Take responsibility for patient notes in the office pertaining to own work.

Assist with the training and induction of any new, or less experienced, secretarial/support staff.

Be familiar with and comply with all Trust and Departmental Policies and procedures.

Participate in appraisals to agree/revise Personal Development Plans.

To work closely with Health Records Staff and Team members to ensure the development of an efficient Team to effectively support the Directorate/Department.

Attend and participate in regular staff meetings.

Compile and maintain an up-to-date secretarial job plan/cover folder for secretarial team.

To participate in team, professional and personal development activities and promote commitment to continuous development and improvement.