Medical Secretary Cellular Pathology

For more information regarding this advert, or to visit the laboratory, contact Shohaib Banaras (Senior BMS) on 01924 816181 or at shohaib.banaras@nhs.net or Becky Osborne (Chief BMS) 01924 816186 or b.osborne@nhs.net

About The Role

Post holders will be appointed at band 3 or band 4 depending upon previous experience as laid out in the Trust's development framework for medical secretaries. The framework provides a clear progression to allow post holders to progress from band 3 to band 4 within the post subject to formal evaluation in role (this would take 2 years to progress from band 3 to 4)

The Medical Secretary provides a link between the trust, the patients, other health care professionals and service users. They will provide a comprehensive, efficient, and responsive administration service to the department. The successful candidate will be based within a diverse secretarial team and be required to support each other during periods of absence or increased workloads. Good, supportive team working skills are therefore vital.

Strong interpersonal and communication skills are essential as the role requires liaising with managers, consultants, junior medical staff, laboratory staff, other healthcare professionals, patients, and other service users on a daily basis. In addition, robust organisational skills will be necessary to ensure all patients receive timely, accurate and efficient communications.

This post requires a self-motivated and professional individual with the confidence and ability to work on their own initiative or as part of a team within standard operating procedure.

The role supports the Cellular Pathology Manager and Office Lead in delivering the administrative support services on the DDH site. The post-holder will be required to provide a comprehensive secretarial service relating to NHS work for a clinical team in the department in accordance with Trust policies and procedures.

Hours of Work

37.5 Monday to Friday between 08:00 and 17:00 hrs.

Main Duties

• Receiving, recording, sorting and distributing any form of communication, taking appropriate action including escalation where appropriate.
• Receive and make telephone calls to/from service users, following through all enquiries in a friendly and professional manner.
• Act as a point of contact for the Pathology service.
• Dealing professionally with sensitive and challenging information.
• Assist with booking, arranging and administering appointments and clinics as required by the service, e.g. urgent and routine referrals, elective admissions, and help to manage diagnostic lists.
• Production/proof reading of documentation of a sensitive and confidential nature.
• Interrogate Pathology IT systems to identify relevant information and ensure accuracy of correspondence.
• Communicate complex and sensitive information to GPs and service users in relation to patient results.
• Data collection, update and management of databases.
• Administer, co-ordinate and organise diaries, arrange meetings/events, resolving conflicting appointments and schedules.
• Prepare and collate documents for meetings pertinent to the Pathology service.
• To attend meetings to provide secretarial support by taking minutes.
• General administrative and clerical procedures as and when required.
• Undertake routine or ad hoc data review as directed.
• Undertake any other relevant administrative tasks that may be required for the effective running of the service.
• Preparation of documentation for MDT as required.
• Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases.